Specifications - Armed Security Guard Services, Tennessee Rehabilitation Center, Requisition 4768 – Event 7842 I.
Scope A.
Scope of Service: To provide armed security guard service as scheduled and when necessary as determined by The Tennessee Rehabilitation Center, Facility Administrator.
B.
Buildings:
C.
Facility Administrator is charged with administrative duties and responsibilities to provide a safe and secure environment for tenant and visitors while on state property.
Tennessee Rehabilitation Center 460 Ninth Avenue Smyrna, TN 37167
Leah Powell, Residential Services Administrator (Facility Administrator) 460 Ninth Avenue Smyrna, TN 37167 615-459-6811 ext. 248 D.
Inspection and Walk Through: It is suggested that prospective bidders scheduled a walk through of the facility in order to inspect premises and familiarize themselves with conditions of buildings and grounds prior to submitting a bid. To schedule a walk-through please contact: Debbie Garrett, Procurement Officer The Tennessee Rehabilitation Center 460 Ninth Avenue Smyrna, TN 37167
[email protected] 615-459-6811 ext 295
II.
General Requirements and Information A.
Security Company Requirements: 1.
The contract security company must be licensed in accordance with Tennessee Code Annotated Title 62, Chapter 35, Private protective services. The bidder shall have been actively engaged in the business of providing contractual security guard services for a minimum of three (3) years preceding the start date of this contract. The bidder will have written background checks on all its employees assigned duties on State properties, or under State contracts, available immediately upon request of the Facility Administrator and/or other designated personnel.
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2. 3.
4.
Criteria for qualifications are defined by solicitation terms and conditions. The bidder shall furnish three references from entities where security guard services have been performed in a satisfactory and/or exceptional manner, within the past year, at locations similar in size and type as that required by this contract. The bidder shall provide the name, physical location, address, telephone numbers and email addresses for all references. The Contractor agrees to indemnify and hold harmless the State of Tennessee as well as its officers, agents, and employees from and against any and all claims, liabilities, losses, and causes of action which may arise, accrue, or result to any person, firm, corporation, or other entity which may be injured or damaged as a result of acts, omissions, or negligence on the part of the Contractor, its employees, or any person acting for or on its or their behalf relating to this Contract. The Contractor further agrees it shall be liable for the reasonable cost of attorneys for the State in the event such service is necessitated to enforce the terms of this Contract or otherwise enforce the obligations of the Contractor to the State. In the event of any such suit or claim, the Contractor shall give the State immediate notice thereof and shall provide all assistance required by the State in the State’s defense. The State shall give the Contractor written notice of any such claim or suit, and the Contractor shall have full right and obligation to conduct the Contractor’s own defense thereof. Nothing contained herein shall be deemed to accord to the Contractor, through its attorney(s), the right to represent the State of Tennessee in any legal matter, such rights being governed by Tennessee Code Annotated, Section 8-6-106.
B.
Security Guard Qualifications: 1.
Security guard(s) assigned to work under this contract agreement shall be in good mental and physical health and capable of performing the assigned work. Guards shall possess binocular vision correctable to 30/30 (snellen), and be free of color blindness and be able to hear ordinary conversations at fifteen (15) feet with or without benefit of a hearing aid.
2.
Each security guard providing services under this contract shall: a. Possess a minimum of one year experience as a military security officer, a civilian security officer, or a certified police officer; b. Be 21 years of age or older; c. Be a high school graduate or have earned a General Educational Development (GED) high school equivalency diploma; and d. Have a valid State of Tennessee Driver’s License. e. Have a valid carry permit issued by the State of Tennessee.
3.
Armed Security guard(s) assigned to work under this contract agreement shall possess good communication skills, be literate to the extent of reading and understanding printed regulations, written orders, training instructions and materials and be able to complete accurate
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reports as required. Note: Security guards must be able to speak and understand English and have the ability to read the above listed printed documentation which is written in English. 4.
The security guards identified by the Contractor to provide services specified shall have undergone a successful electronic fingerprint records check against the records of the Tennessee Bureau of Investigation and the National Crime Information Center (matched for all 50 states for a complete nationwide history). The Contractor shall ensure that no security guard assigned to work on the awarded contract has been convicted of a felony. Any charges for fingerprint records shall be the responsibility of the contractor. Five days prior to the start of service provision via the contract, the Contractor shall provide to the State, written documentation that all employees assigned to perform services under this contract have successfully completed and passed a criminal background check as detailed above. Five days prior to the assignment of any new employee to perform services under this contract, the Contractor shall provide to the State written documentation that the new employee has successfully completed and passed a criminal background check as detailed above.
5.
All guards used to perform the services of this contract must be employed by the contract security company on a regular basis.
6.
All guards assigned by the contract security company shall be presented to the Facility Administrator or a designated representative of the Administrators office prior to being assigned to any post. The purpose of such presentation being to allow the State an opportunity to concur with the assignment of any person that the contractor may present. When arriving for such presentation, the security candidate shall be in uniform identical to that which shall be worn during regular shift assignments. The State specifically reserves the right to approve or disapprove any State post (New Employee) and furthermore may withdraw approval which was previously granted based on actions of the Security Officer that were not known prior to officer being assigned and if employment of the person in a State building would not be in the best interest of the State.
7.
All Security Officers are to be in a uniform, approved by the State, at all times when on duty. Uniforms are expected to be neat, clean, pressed, properly sized and the appearance/condition of the uniform shall be good.
8.
Guards will not read newspaper, magazines or other reading material or use laptops, mp-3 players, dvd players or electronic game systems while on duty. Guards will not leave their post unattended at any time and will wait until a replacement arrives whenever necessary.
9.
Purposed Shifts/Service Schedule:
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1 guard from Midnight to 8:00 AM – (8 hour shifts) 7 days per week – 56 hours 1 guard from 8:00 AM – 4:00 PM – (8 hour shifts) 5 days per week (Monday – Friday) – 40 hours 2 guards from 8:00 AM – 4:00 PM – (8 hour shifts) 2 days per week (Saturday – Sunday) – 32 hours 2 guard from 4:00 PM – Midnight – (8 hour shifts) 7 days per week – 112 hours
C.
Contractor Requirements and Responsibilities: 1.
The contractor is to provide uniformed and armed security guard services for the building(s) and site as specified. All security personnel shall be screened, trained and licensed in accordance with local ordinance and Tennessee Code Annotated Title 62-Chapter 35.
2.
The Facility Administrator will conduct an orientation of all Security Guards and Supervisory Personnel upon commencement of services for all security personnel assigned to the facility at a time to be determined by mutual agreement. This orientation shall be required attendance of all security personnel assigned to the facility and shall be held no later than the end of the first shift after commencement of services. This orientation shall be at no additional charge to the State.
3.
The contractor shall furnish all supplies and equipment necessary to perform the services required by this contract.
4.
The cost per guard hour will be invoiced to the State only for those persons who are actually present on State posts and whose duties are used exclusively for the purpose of providing the security services specified herein.
5.
The contractor is expected to accept total responsibility and provide personal supervision for those persons within their employment. Security personnel are expected to be accountable/responsible and meet unexpected situations in a professional manner.
6.
The name, address, date of birth, telephone number and licenses of all security personnel shall be provided to the Facility Administrator, as often as necessary so as to provide for a current and complete listing of all personnel at all times. All security personnel assigned as a result of contract agreement shall be subject to approval by the Department of Human Services.
7.
It is required by the state that all Security Officers be trained so as to have an understanding of the buildings alarm systems, know how to set the alarm system, know proper procedures in the event of a building emergency, and to have read and understand the overall security plan as developed by the facility. Know procedures to notify state personnel after hours of any incident considered by the contractor to be an emergency.
8.
Contractors must have a 24-hr dispatch capability to ensure that extra
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guards are available on short notice if required. Vendor will be able to dispatch replacement guards to the facility within (4) four hours notification, if the regular guard will not be able to perform duties for a given shift. 9.
D.
E.
Contractor must identify a backup guard that is fully oriented and trained as to responsibilities on all shifts in order to provide coverage when regularly assigned guard must be absent.
Building Security and Safety Requirements: 1.
Security shall mean, but not limited to, the surveillance and control of ingress and egress, where designated, to buildings and grounds owned and/or leased by the state. To include the investigation of all criminal acts, incidents or accidents committed at the complex. To communicate, cooperate and assist local law enforcement with investigating authorities having jurisdiction. To file a written report of all such incidents with the Facility Administrator prior to end of shift.
2.
Security shall include the monitoring of building fire and life safety features of applicable areas and shall include the orderly control of evacuations, drills and other exercises that instruct tenants and visitors about building safety.
Shift Responsibilities and Record Keeping: 1.
Security guards will be required to sign in/out on a daily duty roster/timesheet. The duty roster/timesheet is to be filed daily with the Facility Administrator. This duty roster/timesheet is in addition to any requirements by the contract vendor and is used in determining hours worked for verifications of invoiced hours. Only hours documented on the duty roster/timesheet will be submitted for payment.
2.
Each security guard shall log and report all unusual events during their shift. Guards are expected to take adequate measures based on agencies established and approved policies and procedures to protect tenant, public and properties of the State.
3.
After initial start and implementation of contract services, any new security personnel assigned to a shift shall be required to work a full shift with an experienced security guard prior to assuming shift authority and responsibilities. Such shifts should be the same that the employee is expected to be assigned to. The cost of all training is to be absorbed by the security contractor.
4.
Professional interaction with tenants and state employees. Assist with daily routine responsibilities as specified or requested.
5.
Monitoring and Reporting tenant behavior, intervening as needed within the Center regulations and policies. Enforcing the Center behavior code of conduct.
6.
After normal daily state hours (I.E., 8:00 A.M. to 4:30 P.M.), security personnel may be required to receive and store unexpected deliveries (I.E., UPS, Express Mail, etc.) as deemed necessary and appropriate by the Facility Administrator.
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7.
Duty guard is to make random, roving patrols to each building/area located within the facility at least once per hour unless otherwise designated by the Facility Administrator of the agency. The patrols will be on foot. No vehicles are provided for these patrols. There are no scheduled meal or “smoke” breaks. The guard on duty will have time between patrols and during inactive times to partake of meals, breaks and bathroom breaks. However, the guard is not permitted to leave the site after assuming duty. Any meals should be brought with them nd when reporting to duty. It is not necessary to supply an additional (2 ) guard to accomplish these issues.
III.
Specifications and Special Service Requirements:
1.
The State reserves the right to increase and/or decrease service. Additionally, the State reserves the right to add additional guards and services as circumstances warrant and at the “cost per guard hour” as bid. Emergency/unscheduled shifts: Agency will provide 24 hour notice if guards are needed other than the previously scheduled work shifts.
2.
Security guards are expected to take adequate measures regarding approved policies and procedures to protect tenants, visitors and property and to assist the Facility Administrator in any emergency situation.
3.
All security guards are to observe parking lot and building conditions and offer special attention to the following: proper parking, provide directions/information/assistance as to location within the buildings and any other additional activities that will support security and harmony for State employees or visitors while on State property, as directed by the Facility Administrator. Security guards are to be observant of any area that could affect safety of employees or visitors and shall report information immediately to the Facility Administrator.
4.
Contract Vendor’s Supervision Duties The following duties and responsibilities specified are in addition to those specified previously in terms of this agreement. A.
Relate to State employees in a positive and courteous manner when questions are asked and cooperate with the contract services and Facility Administrators to resolve issues and obtain instructions and answers to questions as necessary.
B.
Randomly monitor guards to ensure that only State business is being conducted while they are on duty. Guards are not to conduct personal business or vendor business that does not relate to the State contract. The state will not pay for the costs that may be a result of contractor personnel conducting other than State business. No non-business related phone calls will be allowed.
C.
Attend informal meetings as requested by the Facility
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Administrator and exchange information relating to the facility.
5.
D.
Supply replacement personnel within one (1) hour in the event any post is left unmanned due to absenteeism, sickness, accidents, etc.
E.
Assist all guards in performance of their duties as necessary.
F.
Have a cellular phone at all times and respond to any calls within 30 minutes maximum. Contact person’s cell phone number shall be available to Facility Administrator at all times.
G.
Ensure that all forms utilized by the security company relating to the facility are submitted to the Facility Administrators office daily and forms are to be separated/designated by date and incident.
H.
Follow all Center policies including: Student/Staff Relations.
Point of Contact Leah Powell, Residential Services Administrator (Facility Administrator) Department of Human Services Tennessee Rehabilitation Center 460 Ninth Avenue Smyrna, TN 37167
[email protected] (615) 459-6811 ext. 248
Rhonda Barnes, Assistant Residential Services Administrator Department of Human Services Tennessee Rehabilitation Center 460 Ninth Avenue Smyrna, TN 37167
[email protected] (615) 459-6811 ext. 140
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