This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this-- sources sought announcement must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 South 6th Avenue Tucson, AZ 85723 is seeking a potential qualified contractor that can provide: Fire Guard Services (professional and courteous, uniformed, and Fire Guard Service for the Department of Veterans Affairs (VA) Southern Arizona VA Healthcare System).
Important information: The Government is not obligated to/nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561612 Security Guards and Patrol Services $29 Million.
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D.1 STATEMENT OF WORK
1. Scope of Work:
The purpose of this requirement is to provide professional and courteous, uniformed, and Fire Guard Service for the Department of Veterans Affairs (VA) Southern Arizona VA Healthcare System (SAVAHCS) located at 3601 S. 6th Ave. Tucson, Arizona 85723. Fire Guard Services shall be provided 24 hours per day, 7 days per week, including all holidays. The areas to be secured under this requirement are Building 2, including the 1st, 2nd, and 3rd floors. The service provided shall be performed in such a manner as to ensure the safety and welfare of patients, visitors, and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment, and supplies necessary to provide the services required herein.
2. Coverage:
Coverage must begin September 01, 2026, and end August 31, 2029. The Contractor shall provide Fire Guard Services to ensure coverage for the periods stated in the Price/Cost Schedule and as noted in this Statement of Work.
Fire Guard Service Coverage:
Period of Coverage
Number of Guards Required
Sunday
24 HRS
1
Monday
24 HRS
1
Tuesday
24 HRS
1
Wednesday
24 HRS
1
Thursday
24 HRS
1
Friday
24 HRS
1
Saturday
24 HRS
1
If additional services are required outside of the hours of coverage specified herein, the contractor must receive prior written approval from the Contracting Officer (CO) via contract modification. Any additional services performed by the Contractor without this authorization will be performed at no additional cost to the Government. Per-hour prices for such additional services shall be at the same rate as prices charged in the contract during each respective period of performance. If an emergency situation should arise, verbal approval can be obtained from the CO, however, the Contractor must submit a written proposal for such additional work to the CO within twenty-four (24) hours of the commencement of these additional services. If accepted, a modification will be issued to the Contractor and the contract price shall be adjusted accordingly. All emergencies must be reported to the VA Police, who shall be the Contracting Officer s Representative (COR) on-site.
The Contractor is required to provide service on the following holidays and any additional holiday approved by the President of the United States. The following holidays are observed by the Federal Government:
New Year s Day
January 1st
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
June 19th
Independence Day
July 4th
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veteran s Day
November 11th
Thanksgiving Day
4th Thursday in November
Christmas Day
December 25th
3. Personnel:
Education/Experience: Must possess a high school diploma or equivalency and have.
two (2) years of experience demonstrating: the ability to meet and deal with the general public; Must be proficient in written and spoken English; the ability to read, understand, and apply printed rules, detailed orders, instructions, and training materials; the ability to maintain poise and self-control under stress; the ability to construct and write clear, concise, accurate, and detailed reports/logs; successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or
industrial guard service or security).
Contractor personnel performing services under this contract shall have no criminal record. Contractor employees shall be subject to a Tier 1 adjudicated background investigation as further defined in this Statement of Work. Contractor employees shall not commence work until the Contracting Officer receives notification that the investigation has been initiated. The Contractor shall bear the expense of obtaining this background investigation for each Contractor employee performing services under this contract. A favorable adjudication must be received in order for a contractor employee to continue performance. The parties agree that Contractor personnel working under this contract shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.
Guards must have an initiated Tier 1 Security Clearance prior to the commencement of services. The Contractor shall submit the paperwork outlined in 18-04 Contractor Investigations which will be provided by the COR upon award of the contract..
Each employee shall meet the physical and mental health standards required to obtain and maintain a license by the Arizona Department of Public Safety. Any licensing or assessments will be at no cost to the Government.
The Contractor shall assign a Point of Contact (POC) for the purpose of ensuring compliance with all provisions of this contract. The Contractor POC shall be available to report on-site if requested and have the ability to address performance issues.
4. Qualification Requirements of Contractor Personnel:
On-Call Supervisor: The Contractor shall provide an on-call supervisor for inspections and problem corrections as required. In addition, the Supervisor shall be available for direct communication with the Fire Guard Service(s) on duty during their entire shift.
Supervisors shall have a background with a minimum of two (2) years of successful experience in field supervision (civil community law enforcement, military service law enforcement or security, commercial or industrial guard service or security).
The Contractor shall provide the name(s), telephone number(s), and addresses of the on-call supervisor, in writing, to the Contracting Officer prior to performance under this contract. The term "on-call supervisor" means a person designated, in writing, by the Contractor, who has authority to act, for the Contractor, on an as-needed basis.
Supervisors will monitor the hours of duty of personnel to ensure compliance with the requirements of this contract.
The payments for leave, including sick leave or vacation time, are the responsibility of the Contractor.
The Contractor shall provide the level of supervision to ensure that employees are properly performing all duties as specified in accordance with the contract.
The on-call supervisor shall ensure that Fire Guard Service (s):
1. Are in uniform and present a neat appearance.
2. Maintain a continued state of proper training.
3. Possess the necessary permits, authority, etc.
4. Maintain continued liaison with the COR or designated alternate
5. Documentation is accurate
5. Fire Guards Minimum Qualification Standards:
Education/Experience:
i. Must possess a high school diploma or equivalency. Must demonstrate the ability to read, understand, and apply printed rules, detailed orders, instructions, and training materials. Must have the ability to construct and write clear, concise, accurate, and detailed reports in the English language.
ii. Must be able to communicate, write, and speak English to the extent of reading and understanding printed regulations, detailed written orders, training instructions, and material, and shall be able to compose reports/logs that convey complete information in a clear and concise manner.
iii. Must have the ability to maintain poise and self-control under stress.
iv. Must have the ability to meet and deal with the general public in a professional manner.
v. Health and Physical Fitness Requirements:
Possess binocular vision correctable to 20/30 (Snellen).
Be free of color blindness.
Be capable of hearing ordinary conversation at 15ft with either ear without the benefit of a hearing aid.
Be physically able to stand and walk for extended periods, perform all general duties, functions, and activities as described in this Statement of Work.
Be free of any communicable diseases.
Have documented tuberculosis testing (TB) every two years. Must have tested as TB-free prior to starting work on this contract.
Be in good general health without physical defects or abnormalities, which would interfere with the performance of these duties.
May be subject to urinalysis to screen for illegal drug use on a random basis.
6. Government-Furnished Property and Services: The following resources shall be provided to the Contractor for their use:
Standard Operation Procedures (SOP): A copy of the SOP for Security at the Southern Arizona VA Health Care facility will be available at the duty post and shall contain complete duty instructions for the post and include instructions for emergency and other procedures. SOP shall not be removed from Government property or reproduced or copied in any manner unless properly authorized by the Contracting Officer. VA reserves the right to update the SOP as required by regulations, policies, procedures, or Executive Orders issued by the President of the United States. Most changes should be minor in nature and have no impact on the terms and conditions of this contract. In the event of major changes, the Contracting Officer shall address the issues in writing to the Contractor. As far as possible the Contractor s staff shall implement any change immediately and address any conflicts or issues through the Contractor to the Contracting Officer.
Guard Area: The guard will continuously patrol the floors 1, 2 and 3 of Building #2.
Communications: A telephone will be available for the Contractor s staff to use to fulfill the requirements of this contract. The use of the telephones for other than VA-related business is prohibited and may be grounds for the removal of the Contractor personnel. A VA Police radio will be provided to the Contractor personnel for use to communicate any emergency situation with the VA Police.
Supplies: The Contractor personnel will be furnished with all required paperwork. If the personnel get low on supplies they should contact the VA Police Desk.
7. Contractor-Furnished Property and Supplies:
The Contractor shall furnish and maintain in acceptable condition, all uniform items, equipment, and supplies necessary to perform the services required of this contract (except for the items listed in Paragraph 6 above). A partial listing of these items is provided below. This listing is not all-inclusive.
Uniforms: Contractor personnel shall wear professional uniforms at all times while in the performance of their duties. The color of the Contractor s guard force uniforms shall be a color in general use by a large guard or police organization. All Contractor employees performing services under this contract shall wear the same color and style of uniform. Appropriately lettered breast and cap badges, indicating the jurisdiction from which 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 left 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, except for the VA ID badge.
NOTE: No guard may enter on duty without wearing the proper uniform (including all necessary accessories.
8. Fire Guard Duties: Assignments may include but are not limited to the following:
Observation: Observe the floors in building #2 for any signs of smoke or fire.
Assistance: Assist VA personnel with evacuation of patients as needed.
Customer Service: Meet and interact with the public in a manner that promotes a positive image of the VA. Maintain poise and self-control under stress. Keep conversations with visitors to the facility cordial and brief.
Emergencies: In the case of an emergency, the Guard shall respond in accordance with the SOP, VA-provided training, and the Contractor s provided training. Guards shall remain calm and professional in emergency situations. If the Guard who responds to an emergency situation is required to leave their post in order to comply with VA or Law Enforcement directives, the time away from the duty post will not be considered a failure of the Contractor to provide services.
Hazardous conditions: Report daily, in accordance with the procedures in the Standard Operating Procedures, potentially hazardous conditions and items in need of repair, including inoperative lights, broken cabinets, slippery floor surfaces, etc.
Injury or illness: In the event of injury or illness to Veterans and Visitors while on VA Grounds, obtain professional assistance in accordance with procedures outlined in the SOP.
Other: Guard(s) shall be present at the VA facility and shall perform the required services for the period specified. Invoices shall only be paid for actual hours that Guards are present and on duty. The Contractor shall have Fire Guard(s) at the VA Facility at all times during the hours of coverage as listed herein.
9. Contractor Furnished Training:
The Contractor shall submit, to the Contracting Officer, a written certification that each Contractor employee has been trained in the subject areas outlined in paragraph 7 (c) prior to assignment under this contract. In addition, the Contractor shall submit, to the Contracting Officer, a written certification that each Contractor employee completed the items in paragraph 7(b), within the timeframes specified. For replacement or new employees, documentation of prior training must be submitted, or the individual contract employee must complete the required training before being used in support of this contract.
The Contractor shall provide follow-up orientation, for each employee, 14 days after the initial assignment to 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 30 days following assignment to duty. The follow-up orientation will include the following subjects and instructional time periods, as well as other subjects, as may be required:
General and specific orders for the facility (1 hour).
Policy and specific procedures for responding to emergency alarms, bomb threats, and incendiary devices in the facility (1 hour).
Procedure for operating the security systems with the facility (1 hour).
Procedure for and operation of the firefighting equipment within the facility (1 hour).
Annually, the Contractor shall provide the following training and competencies to their employees, and documentation of these shall be provided to the COR.
Fire and Safety
Infection control
Disaster procedures
General Privacy Awareness Training
The Contractor shall ensure that the staff assigned shall be cognizant of the VA s sexual harassment and drug-free workplace policies. The contractor may obtain a copy of this information from the COR or Contracting Officer.
10. Identification, Parking, Smoking, and Regulations:
The Contractor's employees shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COR. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
11. Contracting Officer s Representative (COR):
The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after the contract has been signed, identifying the individual(s) as the COR(s).
12. Changes:
The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes that affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor affects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.
13. Personnel:
The Government reserves the right to accept or reject the Contractor s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer.
14. Contractor s Responsibilities:
The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. The contractor shall comply with all VA safety standards, manufacturers/industry standards, FDA, OSHA, JCAHO, and the latest edition of NFPA-99.
15. Safety and Fire Prevention:
In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the COR may issue an order stopping all, or any part, of the work. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.
16. VA Sensitive Information & Data Security Requirements:
Contractor shall not possess any VA Sensitive Information
If accidentally acquired, the information will be released to the VA Police as soon as possible.
17. Security Training:
Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs.
Privacy Training: Contractors and their sub-contractors assigned work under the task order are required to receive annual training on patient privacy as established by HIPAA statutes. Training must meet VHA s and the Department of Health and Human Services Standards for Privacy of Individually identifiable health information. The contractor shall provide documented proof to the VA upon request that all employees assigned work and/or having access to Protected Health Information have received annual training.
Information on fulfilling the training requirement as stated in this paragraph can be found at https://www.tms.va.gov/learning/user/login.jsp. For Contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA-approved privacy training or Contractor furnished training that meets the requirements of the HHS standards.
18. Access to VA Information and VA Information Systems:
Contractor shall not be provided access to VA information or VA Information Systems under any circumstances.
19. Background Investigations:
The level of background investigation that is commensurate with the level of access needed to complete the requirements of this Statement of Work is Low Risk/Tier1.
Upon award, the Contracting Officer shall provide the Contractor with the Contractor Security Procedure Flowchart and Guide 6500.6 Appendix. The Contractor shall visit the VHA Service Center website to obtain the VHA Service Center (VSC) Security Request Packet, which contains all the forms that the Contractor must fill out.
The Contractor shall provide these forms to the Contracting Officer when they are completed, and they will be forwarded on for processing after fingerprinting has been completed.
After the award, the Contractor can contact the COR for assistance in scheduling an appointment for fingerprinting.
