Copy of Access Control/CCTV/Duress PMA and Repair
Added: Jun 27, 2017 11:53 am Page 9 of 9 COMBINED SYNOPSIS SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. VA101V-17-Q-0298 The solicitation incorporates provisions and clauses in effect tough Federal Acquisition Circular 2005-95. The solicitation is set aside for exclusively for Service-Disabled Veteran- Owned Small Business concerns only. The applicable NAICS Code for this solicitation is 811213 and the Small Business Size limitation is $11.0 Million. Only offers from SDVOSB concerns that are registered and verified in the Center for Verification and Evaluation (CVE) Vendor Information Pages (VIP) website at https://www.vip.vetbiz.gov/ at the time date set for receipt of offers shall be considered for award. Offers from SDVOSB concerns that are not registered shall be rejected as non-responsive and shall not be considered for award. Access Control/CCTV/Duress Preventative Maintenance Agreement and Repairs for the Houston VA Regional Office, 6900 Almeda RD, Houston, TX 77030. The contractor shall provide all services, parts, labor, materials, equipment, facilities and transportation to accomplish the work as set forth in the Statement of Work. ITEM UNIT NO. DESCRIPTION EST. QTY UNIT PRICE AMOUNT 0001 Base Period: PMA 8/01/17 07/31/18 12 MO $ __________ $ ____________ 0002 Flat Rate Repair of Equipment NTE 100 HR $ __________ $ ____________ 1001 Option Period 1: PMA - 8/01/18 07/31/19 12 MO $ __________ $ ____________ 1002 Flat Rate Repair of Equipment NTE 100 HR $ __________ $ ____________ 2001 Option Period 2: PMA - 8/01/19 07/31/20 12 MO $ __________ $ ____________ 2002 Flat Rate Repair of Equipment NTE 100 HR $ __________ $ ____________ 3001 Option Period 3: PMA - 8/01/20 07/31/21 12 MO $ __________ $ ____________ 3002 Flat Rate Repair of Equipment NTE 100 HR $ __________ $ ____________ 4001 Option Period 4: PMA - 8/01/21 07/31/22 12 MO $ __________ $ ____________ 4002 Flat Rate Repair of Equipment NTE 100 HR $ __________ $ ____________ Description of Requirement STATEMENT OF WORK ACCESS CONTROL/CCTV/DURESS PREVENTATIVE MAINTENANCE PROGRAM AND REPAIRS FOR HOUSTON VA REGIONAL OFFICE BACKGROUND The Department of Veterans Affairs Houston Regional Office operates numerous devices for its access control, closed circuit television and employee duress response systems. A quarterly preventive maintenance and repair services contract is necessary to ensure that the devices and the systems used to provide passive security to the Regional Office are in peak operable condition to assure the safety of the Government employees and tenant organizations who occupation in addition to the Veterans who are being provided services. Additionally, Contractor shall provide requested maintenance visits by a qualified technician who will perform required repair and maintenance services. The contract will include a Not To Exceed (NTE) amount of 100 hours of repair and maintenance to the security system equipment at a fixed price per hour. These repair hours will be scheduled separate from the PMA work and on an as needed basis. The contractor will respond within 24 hours to repair faulty equipment. In order to provide these preventative maintenance and repair services, the contractor shall provide all services, tools, equipment, transportation, facilities, and supervision to provide access control, closed circuit television, and duress system preventative maintenance services to the Department of Veterans Affairs, Houston Regional Office on a quarterly basis. The repair portion of the contract will be per incident. CONTRACTOR RESPONSIBILITIES FOR PREVENTATIVE MAINTENANCE SERVICES The contractor shall provide the following preventive maintenance services under this contract: Provide preventative maintenance on a day mutually agreed to by the Government and the contractor for the devices indicated on the Equipment List stated in this Statement of Work. Services shall be performed during the hours of 8:00AM and 5:00PM, Monday tough Friday. (a) 2 times a year - Service and clean twenty-eight (28) cameras, once every six (6) months. (b) 4 times a year - Verify functionality of access control doors, duress/panic buttons and head end equipment, quarterly. (c) 4 times a year - Perform back up of the database and overall software maintenance and functionality, quarterly. (d) Provide emergency repair after hours, on weekends, or holidays, if needed. FLAT HOURLY RATE FOR REPAIRS NTE 100 Hours of repair and maintenance at a fixed price. EQUIPMENT LIST 5 Honeywell Access Control Panels 4 Lock Power Supplies 1 Server 21 Access Control Doors 2 Pelco DVRs 28 CCTV Cameras 57 Duress/Panic Buttons SERVICE REQUIREMENTS (a) Planned Maintenance The contractor shall provide testing, calibration, cleaning and other preventative maintenance services to ensure equipment is functioning properly and within normal manufacturer s tolerances. After completion of the preventative maintenance inspection, the contractor shall identify defects and potential problems areas and provide a planned maintenance report to the Contracting Officer identifying areas of concern and /or potential repairs. Workstations, Peripherals, and Recording Devices, Analytics, Access Controls, Rack Mounted Accessories The contractor shall provide planned maintenance routines on a quarterly basis on all facility closed-circuit television (CCTV) and access control system workstations. Services shall include inspection of fan operation, hard drive errors, operating system updates, and hard drive defragmenting, if required. The contractor shall also check for playback quality and clean the head of all recording devices. Database Protection The contractor shall provide database protection to ensure that the CCTV system can be restored in the event of damage to the system of the information contain in it. Upon completion of the backup, the contractor shall provide a copy of the backup, and an additional copy will be stored off-site with the approval of the Contracting Officer or his/her designee. The contractor shall provide database backup services every six months to include a backup on the entire system, including the front-end workstation and/or servers, as well as your entire network of field-mounted controllers. SECURITY AND BACKGROUND CHECK REQUIREMENTS Contracted security personnel under no circumstances should touch or move and Department of Veterans Affairs files or documents. All contractor personnel who will provide services at the Houston Regional Office shall participate and complete all mandatory web-based training sessions on Privacy Awareness & Information Security at the Houston Regional Office. The VA will provide the training and will provide assistance with login procedures, etc. This mandatory training will be accomplished at no cost to the Houston Regional Office. In addition, this training must be renewed and completed once a year. If the contractor makes personnel assignment changes at the facility, newly designated personnel must complete the mandatory training before assuming their duties. The contractor will contact the VA Regional Office s designated point of contact (POC) to coordinate the training. National Agency Check With Inquiries (NACI) Background Investigation The Contracting Officer (CO) or his/her designee shall approve all personnel who are employed under this contract prior to beginning duties. Approval shall be based on meeting the qualification standards in the contract, state licensing requirements, plus other background information obtained regarding the individual that attests to his/her fitness for the required duty. Prior to commencement of work on this contract, the Contractor is required to submit to the CO, the names and all necessary documentation of fully trained and qualified personnel who will be used in the performance of services under this contract and will be subject to approval by the CO. The CO shall provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses. Upon receipt, the CO shall review the completed forms for accuracy. The CO shall notify the Contracting Officer s Representative (COR) and contractor after adjudicating the results of the background investigations received from VA Law Enforcement Center (SIC). The CO shall ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. All contractor personnel assigned to the regional office must submit the following required paperwork and fingerprints to the VA for NACI clearance: Resume SF-85 (Questionnaire for Non-Sensitive Positions) SF-86A (Continuation Sheet for SF-85), if required OF-306 (Declaration for Federal Employment) SF-87 (Fingerprint Card) Two (2) sets The NACI will be processed and completed at the contractor s expense. All applicants must receive favorable adjudication in order to work at the Houston Regional Office. The contractor shall prescreen all personnel requiring a NACI. The contractor shall replace any personnel deemed ineligible based on the VA s review of their NACI immediately. PERIOD OF PERFORMANCE The period of performance for this contract shall be from August 01, 2017 tough July 31, 2018. The total period of services under this contract shall not extend past July 31, 2018, unless the Contracting Officer invokes clause at 52.217-9, Option To Extend the Term of the Contract, or the clause at 52.217-8, Option To Extend Services. BILLING Payment for all services will be made monthly in arrears upon receipt of an itemized invoice containing the following information: VA Contract Number / Obligation Number Company Name and Address Invoice Date Invoice Number (Note: Each Invoice must have a different Invoice Number) Dates of Services performed Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the invoice. Name, title and phone number of company point of contact to notify in case of a defective invoice. SERVICE CONTRACT LABOR WAGES This contract incorporates the wages and fringe benefits of the following wage determinations A. Service Contract Labor Wages Occupation Wage (Plus Fringe Benefits) WD 15-5283 (Rev.-4) Electronics Tech Maint I $25.75 + $8.46 The contractor shall pay each employee that performs work under this contract at least the wages and fringe benefits indicated on the Wage Determination and the table above. The Government may require submission of payrolls, conduct labor interviews, or perform other investigations to determine that clients are receiving the wages and fringe benefits required under this contract. SUPERINTENDENCE OF CONTRACTOR The contractor shall, at all times and while work is being performed under this contract, provide supervision and superintendence of workers under this contract. The contractor shall also provide superintendence of all prime and subcontractor work performed, regardless of whether or not the subcontractor is providing his or her own superintendence. HOLIDAYS The contractor will not be required to perform any maintenance services for the government on any of the following federal holidays: New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Cistmas Day. Additionally, the contractor will not be required to perform any services on those days designated by the Government where the office location is closed. The Government shall provide the contractor written notification in the event such an occasion arises. OTHER REQUIREMENTS Government s Exclusive Right To Grant Access The Contracting Officer's action to prohibit any employee from performing on base is a unilateral right of the government to meet the needs of government. There will be no cost increase associated with such action, nor can the contractor protest the right of the government to prohibit access. Identification/Building Pass A controlled personnel identification system is in place and contractor personnel will receive and wear their personnel identification badge while performing services under this contract. The government will provide identification badges. These badges are controlled items and will be reported immediately if lost to the COR. The Contractor shall ensure that all identification badges are returned to the issuing agency when employees are reassigned to another location, terminated, resign, or upon expiration of the contract. EXCLUSIONS The contractor shall provide all services as set forth in this Performance Work Statement. The services to be provided are for preventative maintenance only and do not include the cost of parts or materials necessary to repair or replace defective equipment, devices, or controls. Additionally, the cost for services to be performed under this contract does not include any lift equipment necessary to perform maintenance on CCTV equipment that is not accessible tough ladders or other means. The cost for services under this contract does not include overtime labor, or any repair materials. All preventative maintenance performed after normal business hours, on an emergency basis, or during holidays shall be provided at a normal billing rate. The Contracting Officer or his/her designee must approve all emergency, after hours, or repair services and repair parts that are provided under this contract. Approval must be obtained prior to additional work being performed. CHANGES Any changes to this SOW shall be authorized and approved only tough written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor tough actions of parties other than the Contracting Officer shall be borne by the contractor. CONFIDENTIALITY AND NON-DISCLOSURE 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of this task order. 2. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials, pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. QUALITY ASSURANCE SURVEILLANCE PLAN PERFORMANCE OBJECTIVES: REQUIREMENT PERFORMANCE STANDARD Provide Preventative Maintenance Services to all devices and controls indicated on the Equipment List (paragraph 3) 2 defects per month Provide CCTV camera cleaning 2 defects per year Provide Data Backup and Storage Maintenance 2 defects per year Provide Maintenance Plan for all defective equipment observed during maintenance inspections. 2 defects per month The defects will be measured by the Contracting Officer Representative doing routine inspections of services. The COR will randomly inspect paperwork and documents on said maintenance of equipment. A defect is when the contractor states a PM, cleaning, or service was perform to standard and the COR finds untrue. Also, contractor not properly and timing notifying the COR of defective equipment. vii. Period of Performance: 8/01/2017 to 07/31/2018 viii. FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017), applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-1 Solicitation Provisions Incorporated By Reference (FEB 1998) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (JAN 2017) 52.204-7 System for Award Management. 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.204-17 Ownership of Control of Offeror (JUL 2016) 52.204-20 Predecessor of Offeror (APR 2016) 52.209-5 Representation by Corporations Regarding an Unpaid Tax Liability or Felony Conviction Under Any Federal Law (DEVIATION) MAR 2012) 52.209-7 Information Regarding Responsibility Matters (JUL 2013) 52.212-2 Evaluation-Commercial Items (OCT 2014) 52.216-1 Type of Contract (APR 1984) 52.217-5 Evaluation of Offers (JUL 1990) 52.232-38 Submission of Electronic Funds Transfer Information With Offer (MAY 1999) VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) VAAR 852.273-74 Awards Without Exchanges (JAN 2003) ix. FAR 52.212-2, Evaluation Commercial Items, applies to this solicitation. Offers will be evaluated on price only. x. FAR 52.212-3, Offeror Representations and Certifications Commercial Items (JAN 2017) applies to this solicitation. Offerors shall submit a completed copy of FAR 52.212-3 with its Offer. xi. FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017) applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-2 Clauses Incorporated By Reference (FEB 1998) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) 52.204-18 Commercial and Government Entity Code Maintenance (JULY 2016) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (JUL 2016) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.228-5 Insurance Work on a Government Installation (JAN 1997) (a) Workers compensation and employer s liability. Contractors are required to comply with applicable Federal and State workers compensation and occupational disease statuses. If occupational diseases are not compensable under those statutes, they shall be covered under the employer s liability section of the insurance policy, except when contract operations are so commingled with a contractor s commercial operations that it would not be practical to require this coverage. Employer s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.) (b) General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) Property damage liability insurance shall be required only in special circumstances as determined by the agency. (c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200.00 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) 52.233-1 Disputes (MAY 2014) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) LIMITATIONS ON SUBCONTRACTING - - MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Asides. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor s offices where the contractor s business records or other proprietary data are retained and to review such business records regarding the contractor s compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor s business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. VAAR 852.232-72 Electronic Submission of Payment Requests (Nov 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) xii. 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items (JAN 2017), applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph b clauses applicable: (4) 52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards (OCT 2015) (8) 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (14) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2011) (16) 52.219-8 Utilization of Small Business Concerns (OCT 2014) (22) 52.219-28 Post-Award Small Business Program Representation (Jul 2013) (25) 52.222-3 Convict Labor (June 2003) (26) 52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016) (27) 52.222-21 Prohibition of Segregated Facilities (APR 2015) (28) 52.222-26 Equal Opportunity (SEP 2016) (29) 52.222-35 Equal Opportunity for Veterans (OCT 2015) (30) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (31) 52.222-37 Employment Reports of Veterans (FEB 2016) (44) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (51) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (57) 52.232-3 3 Payment by Electronic Funds Transfer--System for Award Management (Jul 2013) Paragraph c clauses applicable: (1) 52.222-41 Service Contract Labor Standards (MAY 2014) (2) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) (THIS IS NOT A WAGE DETERMINATION) EMPLOYEE CLASS WAGE + FRINGE BENEFITS Electronics Tech Maint I $25.75 + $8.46 (3) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) xiii. N/A xiv. N/A xv. Offers are due no later than July 14, 2017 by 5:00 PM Central Standard Time. Offers shall be submitted electronically to email address edward.bradford@va.gov. Only written quotes shall be acceptable and must be received and identified by solicitation #VA101V-17-Q-0298. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. Please complete and submit the Certifications listed in the above x. section along with your quote. Offerors shall ensure the following information is also on their written quote: Unit Price, Extended price, FOB Point, Prompt Payment Terms, Correct Remittance Address, Cage Code, DUNs Number, Tax Identification Number, Full Name and Telephone Number of vendor's point of contact. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of this information or providing inadequate or unclear information will result in the quote being rated unsatisfactory and ineligible for award. The vendor must be active in the System for Award Management (SAM) to receive an award. xvi. For additional information, please contact the Contracting Officer, Edward Bradford via e-mail at edward.bradford@va.gov.
VA101V17Q0298 Department of Veterans Affairs Veterans Benefits Administration
6/27/17, 11:53 AM