SOURCES SOUGHT
R -- ACCESS CONTROL SERVICES
- Notice Date
- 6/16/2010
- Notice Type
- Sources Sought
- NAICS
- 561612
— Security Guards and Patrol Services
- Contracting Office
- Other Defense Agencies, Defense Threat Reduction Agency, Defense Threat Reduction Agency (Headquarters), DTRA Annex, 8725 John J. Kingman Road, MSC 6201, Fort Belvoir, Virginia, 22060-6201
- ZIP Code
- 22060-6201
- Solicitation Number
- SCR100019216
- Point of Contact
- Shreena Lyons, Phone: 703-767-4769
- E-Mail Address
-
shreena.lyons@dtra.mil
(shreena.lyons@dtra.mil)
- Small Business Set-Aside
- N/A
- Description
- The Defense Threat Reduction Agency (DTRA) seeks information as to potential 8(a) Small Businesses who can provide professional access control, electronic security systems, locksmith and administrative security support services. This is a Sources Sought Notice and NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of qualified 8(a) Small Businesses. If your company posses the requested services identified in this Notice submit a capability statement for consideration. Interested parties are expected to review this Sources Sought Notice to familiarize themselves with the requirements of this project. A determination by the Government not to make a competitive award to an 8(a) Small Business based upon the responses to this Notice is solely within the discretion of the Government. 1.0 Scope: The DTRA Security Office has the responsibility for security administration and physical security support for the protection of personnel and classified materials. DTRA Headquarters is located on the Defense Logistics Agency Complex, Fort Belvoir, VA with five (5) outlying buildings within the metropolitan Washington, DC area: Dulles West, Dulles, VA; Fleet Warehouse, Alexandria, VA; TEI Warehouse, Chantilly, VA; Mail Processing Facility, Fort Belvoir, VA; Bldg 1116, Fort Belvoir, VA. The Security Office requires contractor provided support at all these locations. To accomplish the tasks identified in this Notice the contractor shall posses a TOP SECRET facility clearance from the Defense Security Service (DSS), or be able to have the clearance in place prior to contract award. Before any contractor employee performs work in support of this contract, the contractor shall verify and submit proof of clearance (Visit Request) to the DTRA Contracting Officer's Representative (COR). Visit requests shall be typewritten and contain the information specified in paragraph 6-104 of the National Industrial Security Program Operating Manual (NISPOM) (DoD 5220.22M). The term of the visit requests shall be for the period of performance of the contract. The U.S. Government reserves the right to deny or terminate site access to any contractor employee at any time for security reasons. The Government shall not be required to divulge the basis for any such denial or termination. All Contractor employees performing work under this contract must be U.S. Citizens and possess security clearances granted by the Defense Industrial Security Clearance Office (DISCO). The Site Manager shall have a Top Secret (TS) Clearance. In addition, the Central Protection Center Operators, ESS Support Technicians and Locksmith shall have a Top Secret (TS) Clearance with eligibility for access to Sensitive Compartmented Information (SCI). All other positions require Secret Clearances. The contractor shall have a thorough working knowledge of physical security regulations and visitor control procedures contained in DoD 5200.1.R, DoD Information security Program; DoD 5200.8-R, Physical security Program; DTRA Instruction 5200.8, DTRA Identification Badges; DTRA Instructions 5230.1, Visits of Foreign Representatives; DoD 5220.22M, National Industrial Security Program Operating Manual (NISPOM); DIA Directive 6/9, Physical security Standards for Sensitive Compartmented Information Facility (SCIF), Nov 02; DoD Directive 5210.56, Use of Deadly Force and the Carrying of weapons by DoD Personnel engaged in Law Enforcement and Security Duties, Feb 92; and applicable DTRA Post Instructions/orders. DTRA's intent is to award a single firm fixed price labor hour contract for performance of the services. It is anticipated that the period of performance for this contract shall be for one (1) Base Year of 12 months and four (4) 12-month option years. 2.0 Mandatory Requirements: ACCESS CONTROL FUNCTIONS The required services for access control include: -Provide adequate office coverage with qualified personnel Monday - Friday 0600 - 1800 at all times -Adhere to DTRA's official lunch break which is 30 minutes. Lunch periods should be taken between the hours of 11:00 and 13:00 -Maintain forms, databases and logs for all daily and weekly inventories -Inventory and ensure all badges are present and/or accounted for at the beginning of each tour of duty and maintain a record of all badges issued -Process all incoming personnel and visitors to DTRA. Ensure that all personnel entering DTRA are in possession of a valid DTRA security access badge. Verify the visitor's identification from a picture ID, validate visitor clearance status and process badges utilizing the automated security database in less than three (3) minutes, except in unusual circumstances. Whenever a security clearance can not be validated, the visitor shall be added to the system and issued an "Escort Required" badge -Assist visitors in contacting their DTRA sponsor Brief sponsors of visitors issued "Escort Required" badges, on their responsibilities as escorts for uncleared personnel Ensure badges are made and organized in advance based on lists or requests for conferences, meetings, VIPs, etc Ensure all badges are properly turned in or invalidated when the individual no longer is granted or needs access. All turn-ins must be annotated in the security database or the proper badge log -Maintain the confidentiality of all official business conducted while performing duties in support of this contract Maintain proper investigation level/type to obtain JPAS accounts Provide weekly Metrics to the COR and GPM LOCKSMITH SERVICES Locksmith services requirements include the installation, repair and maintenance of door locks, cipher locks, drill and repair of government safes, and electromechanical locks. An immediate response is required for locksmith services during duty hours, Monday through Friday, and a two-hour response time is required after duty hours, weekends or holidays. Locksmiths shall be certified with at least two years experience in the field; or possess the equivalent training and experience. The contractor performing locksmith functions shall: -Install, repair, and maintain door locks, cipher locks, electromechanical locks and perform combination changes Provide a full time (duty hours) locksmith to be on 24 hour call for emergency situations. The locksmith shall be stationed at the DTRA HQ facility and shall support the other local DTRA facilities -Maintain accountability of all security containers, maintain the Agency's work order database, and coordinate all locksmith related work orders -Provide weekly status reports on work performed to the COR. Contractor format is acceptable. Reports are due by close of business (COB) Friday of the respective work week ELECTRONIC SECURITY SYSTEMS Technical support will be required to install, maintain, monitor and analyze problems with ESS equipment and closed circuit television (CCTV) sub-systems. The ESS technicians shall complete all manufacturer certification for all electronic security systems employed by the Defense Threat Reduction Agency within 90 days of employment on the contract or system upgrade. An immediate response is required for ESS technical support during duty hours, Monday through Friday and a two-hour response time for service calls on week-ends, after duty hours, and holidays is required. CCTVs and all alarm panels shall be monitored 100% of the time. All ESS technicians shall be able to perform repairs for all functions of the Agency's security systems and have all applicable state and local licenses and certifications. Technicians may be required to assist in researching the availability of parts and suppliers in support of the ESS program. The contractor performing ESS functions shall: -Install new ESS equipment in accordance with all applicable federal, state and local electrical and safety codes Monitor, train, trouble shoot, repair, and maintain a general working knowledge of all DTRA electronic security systems -Respond to, analyze, and correct problems with alarm and closed circuit television systems or to call the appropriate vendor for service. The contractor will track all calls for assistance and ensure timely response -Provide adequate coverage by full time (duty hours) ESS Technicians. All ESS Technicians shall be stationed at the DTRA HQ facility and shall support the other local DTRA facilities VISITOR CONTROL & PASS & ID OFFICE Administrative support will be required to provide accurate information, maintain accurate databases, issue badges and auto decals, process visit requests, and perform other administrative actions. The contractor performing visitor control functions shall: -Provide adequate office coverage with qualified personnel Monday - Friday 0700 - 1630 -Adhere to DTRA's official lunch break which is 30 minutes. Lunch periods shall be taken between the hours of 11:00 and 13:00 -Provide weekly Metrics to the COR and GPM Possess a general knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, and Outlook) programs and databases in order to perform the varied administration duties required by the Security Office -Compose draft memoranda and review, edit and prepare a variety of reports, forms, and other security-related material as required -Assist in the process and validation of incoming DTRA personnel and issue and prepare badges and decals Receive, verify, process and maintain a log and file system for all incoming visits. Processing must be accomplished within three hours of receipt during duty hours, unless under emergency situations in which case processing will be accomplished immediately -Receive, prepare and process, using the Security database, Visit Authorization Request (VARs) for collateral security clearances for DTRA personnel visiting other agencies. Processing of all VARs will be accomplished using the Security database. The contractor shall ensure that all requests have proper approval, are faxed in a timely manner and receipt is confirmed and a log maintained -Receive, review for accuracy, take corrective action if necessary, obtain appropriate approvals, process and maintain a log and file system for all Department of Energy visit requests -Prepare issue, update appropriate databases and maintain a register of all other necessary badges for DTRA staff (i.e., courier passes, Pentagon, Civilian ID, parking decals). The contractor shall brief assigned personnel on badging procedures and regulations governing the appropriate cards or decals -Answer telephone calls, greet visitors, respond to inquiries or take messages and route calls to a responsible action officer -Manage and provide access control if required on all DTRA sponsored classified meetings either on-site or off-site Provide assistance for conference/meetings at various other DTRA facilities or contractor/government sites that host DTRA meetings -Maintain proper investigation level/type to obtain JPAS accounts JANITORIAL ESCORT Escort support is required to escort four (4) full time cleaning crews and two (2) part time cleaning crews. One escort will be assigned to each of the four full time cleaning crews and coverage will be divided accordingly for the part time cleaning crews. The contractor performing visitor control functions shall: -Stay with the personnel they are escorting at all times during their tour of duty -Maintain the confidentiality of all official business conducted while performing their official duties -Not allow Janitorial Personnel to remove anything other than trash from an office space with out prior approval from the space occupant or a supervisor. -Read DTRC Physical Security SOP #3 (Housekeeping Escort Procedures). SITE MANAGER Project Site Manager services will be required to manage and control duty performance of the contract. The Site Manager shall have complete authority to act for the contractor during the term of the contract and be the primary point of contact for the Contracting Officer's Representative (COR). The Site Manager will have a working knowledge of access/visit control and electronic security systems and must possess previous management experience. The Site Manager's primary responsibility is to ensure all posts are manned at all times to include restroom breaks, lunch breaks, and two fifteen minute breaks. The Site Manager will advise the Contracting Officer's Representative (COR) and Government Program Manager (GPM) of accountability of contract personnel to include projected leaves. The Site Manager will not make decisions that affect the government programs and processes without first clearing them with the COR or GPM. The contractor shall identify one individual to provide daily on-site management and supervision of all contractor personnel. The site manager shall: -Maintain a main duty station at the DTRA HQ facility Identify a senior person to act on his behalf during his/her short term absence and identify a shift supervisor -Be thoroughly familiar with all contract requirements and be responsible for and oversee all day to day operations of the ACC/ESS to include the organization of work, proper manning of all posts, reports and administrative functions and ensuring proper performance and proficiency of duties, conduct, and coordinating on-site training and personnel requirements. -Be on 24 hour call for emergency situations. Notify Program Manager or COR of all security incidents that occur during non-duty hours -Draft recommendations and changes in support of security procedures, operations and activities and submit for approval to the COR 3.0 Capabilities: Interested parties should submit a tailored Capability Statement that demonstrates a clear understanding of all tasks specified in the Mandatory Requirements section of this notice. 4.0 Responses: Offerors possessing the requested capabilities to perform the Tasks stated are invited to provide information to contribute to this market survey/sources sought. Interested offerors should address within their electronic responses the following: 1. Company name, address, point of contact, telephone number, email address, business size and small business status such as disadvantaged, 8(a), HUB Zone, Woman Owned, Minority Owned, and/or Service Disabled Veteran Owned 2. Current Access Control Service related contracts Responses shall not exceed five (5) pages single sided pages including attachments, charts, etc. (single spaced, 12 point font minimum) that clearly details the firms' ability to perform the services detailed in this notice. Please submit responses to this Sources Sought Notice electronically (via e-mail) to Shreena Lyons, Contract Specialist, at shreena.lyons@dtra.mil in MS Word or Adobe Portable Document Format (PDF) no later than 3:00PM (Eastern Standard Time) on June 24, 2010. The e-mail subject line must specify ACCESS CONTROL SERVICES. Facsimile responses will not be accepted. ALL CAPABILITY STATEMENTS RECEIVED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED. DISCLAIMER AND IMPORTANT NOTES : This notice does not obligate the Government to award a contract or otherwise pay for the information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this 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. CONFIDENTIALITY : No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
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