Inactive

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding th... THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method.The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services: The contractor shall furnish all personnel, equipment, and supplies, except as specified as Government-furnished, to provide Security Services at the following CBOC s. The following locations will be provided with one security guard. Bend CBOC at 2650 NE Courtney Drive Bend, OR 97701. Fairview CBOC 1800 NE Market Drive Fairview OR 97024 Hillsboro CBOC 1925 North East Stucki Avenue Suite 300 Hillsboro, OR 97006 Salem CBOC 1750 McGilchrist Street Southeast Suite 130 Salem, OR 97302 West Linn CBOC 1750 Southwest Blankenship Road Suite 300 West Linn, OR 97068 The following locations will be provided with two security guards. Community Resource and Referral Center 308 Southwest 1st Avenue Lawrence Building Suite 155 Portland, OR 97204 SPECIFIC TASKS. The contractor shall provide unarmed and uniformed security guards that can be scheduled for daytime security duties, be available to respond to requests for assistance on an on-call basis and can patrol designated areas in and around the Clinics. The contractor shall provide coverage Monday through Friday 8am to 4pm even in the event of a sick call by a security officer. The contractor shall supply security guards that meet the following minimum requirements: Have a minimum of five years of performing security guard s duties. The Contractor shall have experience working with persons who are veterans and persons may suffer from cognitive, mental health or substance abuse problems. Have successfully met and passed all pre-employment screening tools, such as drug testing, a Department of Safety Standards and Training (DPSST), criminal background check, and employment reference checks. Demonstrate an ability to de-escalate potentially volatile situations without the use of force, to the problem- solve, i.e., ability to process information combined with experience and knowledge to achieve a reasonable solution, and to mediate the conflict. Demonstrate an understanding of the concepts of community policing, and demonstrate the ability to work, interact, and build effective partnerships with the VA Police, local police agencies, neighbors and/or resident staff. Be licensed and certified by DPSST in accordance with ORS 181.875. The contractor shall supply security guards who will be able to perform at a minimum the following duties: Security guards shall interact with all individuals encountered in and around the designated areas of surveillance to provide information, problem-solve, prevent unlawful activity, take appropriate action when necessary and promote positive public relations. Security guards shall patrol the areas around the CBOC Clinics and report any illegal activity, unusual findings, or safety concerns. Security guards will, at random so as not to establish a pattern, conduct a minimum of 4 internal foot patrols and two external foot patrols of the of the CBOC Clinics. These random patrols will be logged into the Daily Operation log. The final internal foot patrol will be conducted at prior to the close of business to make sure that no unauthorized persons remain in the building. While patrolling, security guards shall respond to all calls for assistance in the clinic as quickly as possible. Security guards shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders and training instructions, and can communicate with all types of persons as well and can resolve conflicts and solve problems in a civil and professional manner. Security guards shall exercise sound judgment and discretion in stressful situations. Security guards do not have arrest authority; however, they must be able to quickly assess a situation and determine the most effective way to handle each situation which might include intervening to prevent immediate harm, face-to-face discussions with individuals, conducting active public relations, maintaining a visible presence or observing and reporting to the local Police. Security guards shall not attempt to handle any situation that is beyond their authorization or ability to deal with safely. Security guards will call 9-1-1 for police and other public safety or first responders as appropriate. Security guards shall not be armed with a firearm, nightstick, Pepper Spray, Electronic stun devices, or any item other than radios and handcuffs. Radio equipment and handcuffs shall be supplied by the Contractor. Security guards shall have exclusion authority, i.e., restricting an individual s access to specific sites/areas based on past or current behavioral issues or offensive conduct, for those sites where such authority exists if the exclusion conforms to 38 CFR 17.106. Security guards shall report criminal activities to the Local Police agencies, avoiding personal participation in arrests or criminal investigations, except in emergency situations. Security guards shall maintain a daily log of activities which will be entered in to an electronic folder in a VA computer at the end of each day. All hand-written logs will be shredded at the end of the workday. No VA sensitive information or identifiable patient information shall be retained by the security guards or permitted to leave the VA premises. Security guards will check the electronic folder each morning to review the previous day s notes. Security guards shall be in uniform and be radio or Cell phone equipped to communicate with their supervisors and the local Police. Radio / Telephone equipment shall be supplied by the contractor. No identifiable patient information will be communicated via radio. Security guards will comply with all VA rules and regulations regarding privacy and information security. All security guards stationed at clinics will take VA HIPPA/Privacy training and Information Security training. Security Guards will be issued PIV badges to enable them to gain access to the CBOC buildings and VA computers. Security guards shall conduct themselves in a professional and courteous manner and maintain the highest standards of honor and respect for all persons. Security guards shall be able to communicate with persons in a positive and professional manner to explain rules and use verbal persuasion to obtain voluntary compliance. Security guards shall never act in an overbearing or domineering manner and will interact with respect as well as exercising fair and equal treatment to others without compromising the safety to themselves or others. Work schedules may be subject to change, based on staff coverage and building closure. Security Guards shall not utilize VA office spaces except for designated spaces when not on a patrol or interacting with all individuals as to ensure that a constant state of situational awareness is maintained. The Contractor shall provide regular and continuous training to security guards (in addition to what is required by DPSST) on subjects such as: legal updates, public relation and cultural diversity training, and policy and procedural updates/changes. The Contractor shall develop and implement a process for monitoring and assessing security guard s performance. The Contractor shall provide randomized drug-testing on security guards to ensure security guards are free of drug use. The contractor shall develop a written Security Guard Standard Operating Procedure (SOP) for each CBOC, which addresses the following areas: Communication Will describe the process for developing and maintaining communication links, collaborative relationships and contacts with the following: local Police agency service the clinic, Business Contacts (Business contacts are defined as having direct contact between the security officer and the businesses in order to develop and maintain good relationships in the designated patrol areas, Local Police and County Sheriff s office Contacts, Interaction and Reporting, Other Business Security Agency Contacts. Incident Reporting - Response procedures for reporting incidents, acts, or conditions that may affect the safety and security of individuals and/or property in the area. This would also include identifying the progression of incident reporting from low level up to critical. Response to Behavioral Issues Response procedures dealing with some of the following individual conduct issues: Hostility, aggressive behavior Outbursts or inappropriate actions/behavior attributable to mental health issues Intoxication or under the influence of a controlled substance Aggressive Panhandling Use of inflammatory or abusive language directed at individuals/businesses or other anti-social behavior that could lead to potential harm or damage Security Guards Schedule and Coverage Identifies the policy and procedure for ensuring patrol officer coverage during the locations Clinic hours of operation and addresses staffing shortages due to illness, absences, vacations, staff replacement (new hires), trainings, etc. Security Guards Training Describes the policy and procedure for the orientation and training of new security guards who are either permanently or temporarily replacing another security guard, and any other trainings that will better equip and enable the guard to deal more effectively with the public and perform their duties. The SOP will be sent to the VA Police, and each Clinic Manager within 30 days of the beginning of the contract period or any time a procedural change takes place that may affect the ability of the Security Guard to fulfill their duties as outlined in this SOW PERFORMANCE MONITORING Performance under the contract will be monitored and evaluated by VA Police, and the Local Clinic Managers. Performance objectives may be modified during program operation, upon written agreement of the selected Provider and VA Police. The successful Offeror shall comply with the following performance objectives: 1. Security guards will respond to urgent calls within 3-5 minutes. 2. Security guards will be on site at all Clinics or the adjacent area 95% of their scheduled time. 3. Contracts between the selected Provider and the Clinics will be monitored through several means, including: Monthly Report: Contractor will supply a weekly status report of schedules and coverage for the coming week, # of veteran contacts the previous week, response times, and any issues or concerns. Site Reviews: VA Police, may schedule on-site visits to review agency compliance with the contract standards and performance criteria. Contract Services Meetings: VA Police and Clinic Management may schedule regular meetings to discuss issues relating to the performance and delivery of contracted services and to resolve any operational problems that may arise. The meetings may consist of representatives of the contracted agency and a cross-section of VA Police, and clinic staff. SECURITY REQUIRMENTS Background Investigation and Special Agreement Checks All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the statement of work is Tier 1. All Contractor employees shall be required to complete a Special Agreement Check (SAC), and a National Agency Check with Written Inquiries (NACI) prior to beginning services. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA in 30 days. GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI) Access to use a workspace as needed with the following: Chair and Desk near the main entrance. Computer access Officers duty book to include: Standard Operating Procedure at for the Clinic. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS Bend CBOC One security guard shall be stationed at, patrol and survey the area surrounding the Bend CBOC the specific areas to be patrolled are: Immediate Block Areas, which include: External Parking lot west of the Bend CBOC along NE Courtney Dr. External Parking lot east of the Bend CBOC along NE Courtney Dr. The Guard will be on shift 40 hours per week. Monday through Friday 8am -4:30pm Fairview CBOC One security guard shall be stationed at, patrol and survey the area surrounding the Fairview CBOC the specific areas to be patrolled are: Immediate Block Areas, which include: External Parking lot West of the Fairview CBOC along NE Market Dr External Parking lot directly out the front doors south of the building between NE Market Dr and NE Village St. External Parking lot east of the Fairview CBOC between the building and NE Village St. The Guard will be on shift 40 hours per week. Monday through Friday 8am -4:30pm Hillsboro CBOC One security guard shall be stationed at, patrol and survey the area surrounding the Hillsboro CBOC the specific areas to be patrolled are: 3rd Floor VA Clinic area 4th Floor VA Clinic areas No external Patrols are authorized at this CBOC The Guard will be on shift 40 hours per week. Monday through Friday 8am -4:30pm Salem CBOC One security guard shall be stationed at, patrol and survey the area surrounding the Salem CBOC the specific areas to be patrolled are: Immediate Block Areas, which include: External Parking lot east of the building from the building to the access road to McGilchrist St. External Parking lot north of the building from the entrance doors of the clinic to the parking lot entrance off McGilchrist. Exterior walkways directly around the clinic exterior. The Guard will be on shift 40 hours per week. Monday through Friday 8am -4:30pm West Linn CBOC One security guard shall be stationed at, patrol and survey the West Linn CBOC the specific areas to be patrolled are: Internal Patrol only of VA controlled areas. The Guard will be on shift 40 hours per week. Monday through Friday 8am -4:30pm Community Resource and Referral Center Two security guards shall be stationed at, patrol and survey the Community Resource and Referral Center the specific areas to be patrolled are: Internal Patrol only of VA controlled areas. The two Guards will be on shift 40 hours per week. Monday through Friday 8am -4:30pm Holidays or building closures that will be observed by the VA are as follows: New Year s Day (January 1st); Dr. Rev. Martin Luther King, Jr. Birthday (observed third Monday in January); President s Day (observed third Monday in February); Memorial Day (observed last Monday in May); Independence Day (July 4th); Labor Day (observed first Monday in September); Veteran s Day (November 11th); Thanksgiving Day (observed fourth Thursday in November); Christmas Day (December 25th). Risk Control Safety Protocol: When a veteran exhibits aggressive behavior (verbal threats or gestures, agitated behavior, or kicking or throwing things) staff will alert the security guard on duty. Staff will open their office door and/or leave as appropriate or possible. If staff feels in imminent danger and cannot leave their offices shout out for help from security or colleagues in neighboring offices or press their Lynx keys. All computers will have Lynx capability. Computers in rooms where veterans are being seeing have 2 control keys (marked with red stickers) that when pushed simultaneously activate a pop-up on all computers alerting staff that there is an incident in a room. If neither the staff nor the security guard can de-escalate the veteran; 911 will be called. The VAPORHCS infection control plan will be followed at the All Clinics. 9. PLACE OF PERFORMANCE. The contractor will perform all work at the following locations: Bend CBOC at 2650 NE Courtney Drive Bend, OR 97701. Fairview CBOC 1800 NE Market Drive Fairview OR 97024 Hillsboro CBOC 1925 North East Stucki Avenue Suite 300 Hillsboro, OR 97006 Salem CBOC 1750 McGilchrist Street Southeast Suite 130 Salem, OR 97302 West Linn CBOC 1750 Southwest Blankenship Road Suite 300 West Linn, OR 97068 Community Resource and Referral Center 308 Southwest 1st Avenue Lawrence Building Suite 155 Portland, OR 97204 Records Management Language for Contracts for SOW The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information System (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverable under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of , or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act od 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contact. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive an proprietary information. Potential candidates having the capabilities necessary to provide the above stated services are invited to respond to this Sources Sought Notice via e-mail to Dustin Calvert at Dustin.Calvert@va.gov no later than December 5, 2019, 9 AM PDT. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: company name, address, and business size; point of contact name, phone number, and e-mail address; suggested equipment information including manufacturer, model and delivery schedule; whether system is presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 561612 is applicable to determine business size standard. Any questions or concerns may also be directed to Dustin Calvert via e-mail. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.