SOLICITATION NOTICE
S -- BUY INDIAN: Security Guard Service - 16--239-SOL-00030
- Notice Date
- 8/17/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561612
— Security Guards and Patrol Services
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Bemidji Area Office, 522 Minnesota Ave NW, Bemidji, Minnesota, 56601
- ZIP Code
- 56601
- Solicitation Number
- 16-239-SOL-00030
- Archive Date
- 10/1/2016
- Point of Contact
- Beverly K. Bailey, Phone: 2184440473, Mary K. Chandler, Phone: 2183353344
- E-Mail Address
-
Beverly.bailey@ihs.gov, Mary.Chandler@ihs.gov
(Beverly.bailey@ihs.gov, Mary.Chandler@ihs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- RFQ Wage Determination HSSAR FAR PERIOD OF PERFORMANCE Performance of the contract(s) shall be from date of award ADMINISTRATIVE SUPERVISION Security Guards will be under the direct administrative supervision of the Contractor during administrative hours and non-administrative hours. If Security feels that they cannot handle a Security matter, the Security Supervisor will be notified and appropriate action taken in accordance with the supervisor's direction. Security will overlap their shifts by 15 minutes to allow for shift change. PURPOSE The purpose of this contract is to provide Security services for the Cass Lake Indian Hospital, Cass Lake, Minnesota to assure protection for Service Unit real property, and provide safety for staff, patients, and visitors, on government property. Services will be provided in accordance with the following statement of work, payment of services will be monthly unless otherwise arranged with the Contracting Officer. STATEMENT OF WORK Contractor must be licensed, bonded and provide Security Guards to accomplish the following: Security personnel must generally operate within the guidelines of the Security Management Plan. Duties include but are not limited to the following: • Conducts periodic foot patrols checking buildings and grounds for incidents of trespass, theft, fire, accidental or willful damage or destruction, open doors or windows, etc. to determine that they are secure and not tampered with. Logs date and time of patrols and reports any unusual events / findings. • Reports fires, accidents, hazards and any unusual conditions or malfunctioning of heating, plumbing or electrical systems to management. • Controls access to premises, by monitoring staff and visitors, and randomly verifying identification badges, investigating questionable credentials, and escorting disgruntle personnel out of the building, and reporting such incidents. • Responds when called, to assist with disturbed and belligerent patients and/or visitors. Accesses situation and assists as needed within the scope of facility policy, and calls local police for assistance if required. • Responds to Emergency Room (ER) when requested and during motor vehicle accidents with multiple injuries to provide crowd/traffic control. Calls local police for assistance if required. • Responds to the Helicopter Pad to place lighting strobes in the landing area for the Life Flight Helicopter (training provided by Cass Lake Indian Hospital), and assist with landing and take-off activities. • Monitors hospital parking lots, identifying vehicles parked in restricted areas, such as near fire hydrants, driveways, ambulance entrances, handicapped areas, etc., and has owner move vehicle or contacts towing company if owner is unresponsive. • Monitors restricted / high-risk / sensitive departmental entrances such as Pharmacy, Medical Records, clinic rooms, "Staff Only" areas, etc. and assists staff as needed to assure security. Calls local police for assistance if required. • Uses own judgment in performing jobs that deviate from established procedures by resolving problems that arise using previous training and experience as well as established practice. • Utilize the closed circuit camera system, changing the video surveillance tapes as needed, and securing recorded tapes for use by Safety Officer as needed. • Security will be highly visible during shift changes. • The incoming officer will read and check for any information being passed on from the previous shift, then proceed with rounds. • Checks that all exterior doors, including the emergency room (ER) doors, are locked / unlocked according to door access schedule. • Patrols the grounds checking the support buildings including maintenance/ property & supply, boiler plant, and Staff Quarters for secure doors, windows, etc. • Check all government vehicles to see if they are locked or if any keys or valuables were left inside. All incidents will be recorded in the Security log (include license plate numbers if applicable). If any keys are found inside any of the vehicles, they will be turned in to the Administrative Officer the following workday. • A complete walk through inspection of the premises (interior and exterior) will be conducted every hour during each shift. • Attends mandatory training/In Services provided by Cass Lake Indian Hospital including new employee orientation, Privacy Act, HIPPA, Safety, Bio-Hazard Waste, Infectious Diseases and Blood Borne Pathogens, etc. • Supervisory Guard will be permanent member of the Safety Committee. HOSTAGE SITUATION If hospital staff is involved in a hostage situation or could be a potential hostage, Leech Lake Tribal law enforcement will be notified immediately. The Leech Lake Tribal law enforcement agency will take charge of the situation. EMPLOYEE LOCKER ENTRY BY FORCE Security and the Safety Officer have authority to enter secured employee lockers. An employee's locker may also be opened at the employee's request. After a forced entry, a new lock or a new locker may be issued. The Security Supervisor will inventory the locker contents before turning them over to the owner. Security will prepare and keep a written inventory detailing the locker contents. Forced entry will be done by Maintenance only when Security and the person requesting entry, are present. The Safety Officer may open a locker at any time for the safety of the facility. If Leech Lake Tribal law enforcement authorities request a forced access to a locker, Security must be satisfied that law enforcement authorities are in compliance with all State and Federal laws before the locker is forced open. If the need arises to force open a locker without the users consent, a union representative should be present if time and circumstances permit. Personal locks on government property are not permitted. A personal lock may be removed for a locker inspection at any time by Security or Safety. The personal lock will not be replaced at government expense. SOLICITATION OR DISTRIBUTION OF LITERATURE Security will enforce the no solicitation and distribution policy. If an individual has been observed distributing anything, Security will be notified immediately. Nothing may be bought, sold, or solicited on government property. The only two exceptions are United Way and Savings Bond fund drives. Security will ask the individual to stop and leave the facility if the individual is not an employee. If the individual fails to comply, Leech Lake Tribal local law enforcement will be called for assistance. If the individual is an employee, the matter will be referred to their supervisor. REMOVING PROPERTY FROM THE HOSPITAL • Departmental Property - Written permission will be given by the employee's supervisor to remove government property from the Service Unit. • The property inventory will be checked by Security if necessary. CUSTODY OF VALUABLES Emergency room patients who are unable to be responsible for their valuables will have them checked by Security. Emergency room will call Security when valuables need to be checked. Security will inventory valuables in the presence of another staff member and secure the valuables in an envelope. The envelope will detail the inventory of valuables and will be logged in the Security log. Envelopes will be stored in and reclaimed from the Admission's office. A valuables receipt must be presented to claim valuables. The person claiming the valuables will sign the envelope and log. The patient or the patient's representative may reclaim valuables without receipt by offering adequate proof of identity and the patient's authorization to release the valuables. LOST AND FOUND ITEMS Staff finding personal property will contact Security and make arrangements to turn the property in to Security. Every reasonable effort will be made by Security to locate the owner and return the lost items. Items found will be recorded in a Security log with the following information: • Name of the finder • Time and location of find • Name of Security person receiving item(s) • Description of item(s) Items will be kept in plastic bags and stored by the Security Supervisor in the Admissions office. Persons attempting to claim lost items must describe the property to the satisfaction of the Security Supervisor provide proper identification and sign the lost and found logbook. Articles not claimed after 90 days will be disposed of according to State civil code. WEAPONS BROUGHT INTO THE HOSPITAL Patients and visitors are instructed to register all weapons with Security. If a patient comes to the hospital for admission with a weapon, the weapon will be sent home with a family member if possible. Patients being admitted through the Emergency Room or arriving on government property without a family member will have their weapon stored in the Admission's office until the patient is discharged. Visitors will be advised of the need to check weapons with Security. Visitors not complying with this regulation will be denied access to health services. Staff who becomes aware of a patient or visitor in possession of a weapon, will notify Security. Do not attempt to confront the patient/visitor. Tribal law enforcement will be called if the visitor becomes disruptive. SEARCHES All persons on government property consent to and will be subject to a search if deemed necessary by Security or Safety. Persons refusing a search will be denied entry. The government reserves the right to inspect the contents of packages or articles entering or being removed from the grounds. Weapons, dangerous devises, contraband and suspected stolen property will be retained for law enforcement authorities. Security lockers will be provided for storage of items (i.e., legally prescribed drugs, hand luggage, purses). Persons refusing the search of luggage or purse may check such items with Security. When exiting the building, checked items will be returned to the person. Such transactions will be recorded in the Security log. Persons checking items will be provided with a claim check. ESCORT Security will provide Escort service for staff to and from parking lot. MAINTENANCE REPAIRS Security will not attempt to repair vehicles or equipment at any time. Facility Management is to be contacted for any required emergency repairs. RECEIPT OF DELIVERIES Security is not authorized to sign for or receive any deliveries (medical and non-medical) at any time. The physician on duty or Charge Nurse will be notified or the carrier will be instructed to return the next workday if the delivery is made after normal working hours. USE OF FORCE Security will exhaust every reasonable means before contacting Leech Lake Tribal law enforcement. The use of force necessary to control a situation or individual will be justified when there is eminent danger of bodily injury to Security or staff. Security is not authorized to carry firearms, batons, handcuffs or other Security type equipment even if they hold a valid exposed or concealed weapon permit. When faced with an incident that may require the use of force, Security must assess the situation to determine which techniques will be effective to de-escalate the situation with the least risk to patients and staff call for Leech Lake Tribal police assistance (the prompt appearance of police may bring the situation under control). • Use of verbal nonviolent crisis intervention techniques. • Use of physical strength and skill. When security uses force other than routine application of patient restraint under medical supervision, the Security Supervisor will be immediately notified. Security staff involved will complete a detailed written report prior to the end of their shift. This report will be forwarded to the Security Supervisor. The Security Supervisor will report all incidents involving the use of force to the Service Unit Director. SPECIAL INSTRUCTIONS • Security staff observing a crime may detain the perpetrator. • Tribal Police will be contacted for back up and Security will obtain information pertaining to the offense(s), which will be used to fill out an incident report. • The responding Trial Police Supervisor will determine if an arrest is warranted. Security or a staff member observing the incident will initiate an Incident Report using hospital form DHHS-516. Security is not responsible for monitoring a patient in Tribal Police custody DUTIES DURING DISASTER SITUATIONS The following provisions have been made for the Security of the Emergency Room, patients and employees during disaster situations. • Only persons with proper identification will be admitted during an emergency. • Security will be responsible for locking all exits and entrances with the exception of the Emergency Room door. • Visitors for inpatients will not be allowed unless the patient is critical and permission is granted from the nursing unit. • There will be at least two people directing vehicles delivering patients. The Cass County Sheriff's Department may be called for assistance. • Disaster patients will be unloaded at the Emergency Room door. • As soon as treatment areas have been prepared, employees from the employee pool will be stationed at entrances and exits as Security guards. GOVERNMENT FURNISHED EQUIPMENT, FACILITIES & PROPERTY The Service Unit shall provide a desk, chair, telephone, office supplies, two-way radios, video surveillance equipment and other miscellaneous items required to perform duties outlined in the Statement of Work. CONTRACTOR FURNISHED EQUIPMENT, FACILITIES & PROPERTY The contractor shall provide uniforms and badges. The uniform and badge must be a style, which clearly denotes a Security position. MINIMUM QUALIFICATIONS CRITERIA • Guards must be able to interact with people, follow instruction, and be able to handle sensitive situations with tact and finesse and be a team player as this position interacts with large numbers of people on a routine basis. The contractor must have knowledge in the following: o Have at least six months of experience in Security / police work. o Knowledge of established rules, procedures and methods of operation, to perform independently, the full range of guard activities. o Knowledge of operating requirements in receiving, and assisting in the guarding and caring for prisoners when brought to the Emergency Room for care. o Knowledge of operation methods and procedures in order to protect patient valuables, medical equipment and pharmaceuticals items. o Knowledge of crowd control and controlling access to buildings. ON-GOING REPORTING/MONITORING REQUIREMENTS Daily Reports - • Security log will be maintained by Security to record unusual events or findings during inspections. Daily logs and confidential reports will contain the facts pertaining to the concluded tour of duty. Reports will be factual and completed before the end of the shift. The incident log will be updated by Security. This log will contain thirty days of information to enable management to quickly review activities that have occurred since their last workday. After thirty days, log sheets will be turned over to the Security Supervisor for filing. Occasionally, it may be necessary for Security to be advised of or become aware of confidential information. This information will only be discussed with authorized individuals for official duty purposes. Willful or malicious release of patient or staff information, which may violate their privacy, may result in disciplinary action. Staff can be held civilly liable for any breach of patient confidentiality while on or off duty. • Submits verbal followed by written report to management for situations requiring immediate attention. • Logs and videotapes are available to management upon request. Monthly Report - • Submits written incidents reports and a statistical report with descriptions of incidents and quantities of each, in Excel format, to management. Annually Report - • Assists management with the completion of annual evaluation of the Security program. WORK LOCATION AND SCHEDULE Security services operate during administrative hours from a desk located in the Emergency Room with video surveillance equipment available. Security services will be available to provide coverage twenty-four (24) hours per day, seven days per week. Contractor is responsible for scheduling shifts to manage the coverage. QUALITY ASSURANCE The Administrative Officer is the Project Officer and Service Unit's point of contact for this contract. The Administrative Officer and the Safety Officer will monitor this contract for compliance with the Statement of Work. COMPLIANCE WITH IHS RULES AND REGULATIONS Security services will be in compliance with all applicable Indian Health Service Rules and Regulation. SPECIAL CONTRACT REQUIREMENTS Contractors cannot serve as expert witnesses in any suit against the Federal Government. Many of the IHS patients receiving services may only speak a native language and/or reside on a Native American Reservation, therefore, the Contractor must demonstrate sensitivity to cross-cultural and language differences. CONTRACTING OFFICER AUTHORITY Authority to negotiate changes in terms, conditions or amounts cited in this contract is reserved to the Aberdeen Area Indian Health Service Contracting Officer. PROJECT OFFICER DESIGNATION The Contracting Officer will designate a Project Officer, in writing, at time of award. The Project Officer shall be responsible for: (a) Monitoring the Contractor's technical progress on individual delivery orders, including the surveillance and assessment of performance and issuing technical changes to individual delivery orders; (b) Interpreting the statement of work on individual delivery orders; (c) Technical evaluation as required; (d) Technical inspections and acceptances required by this contract; and, (e) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. (f) Monitoring funds available for obligation under this contract. INVOICE SUBMISSION AND PAYMENT (a) The Contractor shall submit an original invoice to: Bemidji Area Indian Health Service Attn: Beverly Bailey 522 Minnesota Avenue NW Bemidji, MN 56601 COMPUTER SECURITY Pursuant to the Federal Information Security Management Act of 2002 (FISMA), the contractor will be required to complete a course in Computer Security Awareness Training (CSAT). This training must be completed annually by all employees including all contractors, volunteers, students, and summer externs. The Contractor will be required to comply with the Federal Information Processing Standards Publication (FIPS PUB) Number 201, "Personal Identity Verification of Federal Employees and Contractors" and the associated Office of Management and Budget (OMB) implementation guidance for personal identity verification for all affected contractor and subcontractor personnel; and complete an Interconnection Security Agreement subsequent to contract award.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/IHS/IHS-BEM/16-239-SOL-00030/listing.html)
- Place of Performance
- Address: Indian Health Service, 425 7 TH NW, Cass Lake, MN 56633, Cass Lake, Minnesota, 56633, United States
- Zip Code: 56633
- Zip Code: 56633
- Record
- SN04227906-W 20160819/160817234848-38513e9cf728181a5a51f4ef54f7900e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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