Specifications Upgrade ePACS Security System Charleston SC - Updated July 07 2021.pdf

United States Department of Agriculture Agricultural Research Service

Upgrade ePACS Security System

U.S. Department of Agriculture U.S. Vegetable Laboratory 2700 Savannah Highway

Charleston, SC 29414

Prepared by Jim Glick

September 4, 2020

Revised by Kevin Magee

July 7, 2021

USDA Agricultural Research Service

Table of Contents

1. SCOPE STATEMENT

1.1. Base Quote

1.2. Site Visit

2. CODES AND STANDARDS

2.1. IT Infrastructure

2.1.1. Homeland Security Presidential Directive (HSPD) #12

2.1.2. Federal Information Processing Standards (FIPS) #201-1

2.1.3. NIST Special Publication (SP) #800-73

3. PROJECT REQUIREMENTS

3.1. Scope of Project

3.1.1. Gates and Doors to be included in the ePACS security system:

3.2. General Guidance

3.3. General Installation

3.4. Wires Cable and Conduit

3.5. Compliance with Internet Protocol Version (IPv6)

3.6. Shipping, Handling, and Storage

3.7. Materials and Equipment

3.8. Access Control System

3.9. Uninterruptible and Auxiliary Power Supplies

3.10. Fire Alarm Action

3.11. System Power

3.12. Repairs and Touch-up

4. CONTRACTOR RESPONSIBILITIES

5. DOCUMENTATION REQUIREMENTS

5.1. Submittals

5.2. Schedule

5.3. Status Reports

5.4. Samples

5.5. Manufacturer's Recommendations

5.6. System Zoning and Programming Data

5.7. Installation Design Package (IDP)

5.8. Posted Operating Instructions

5.9. Record As-Built Drawings

5.10. Keys, Keying Schedule, and Passwords

5.11. Close-Out Submittals

6. TESTING AND CERTIFICATION

7. TRAINING

8. SUBSTANTIAL COMPLETION AND FINAL INSPECTION

9. ACCEPTANCE OF WORK

10. SPECIAL REQUIREMENTS

11. SAFETY REQUIREMENTS

12. QUALITY ASSURANCE

13. PERIOD OF PERFORMANCE

14. WARRANTY AND REPAIR

14.1. Repairs and Service During Warranty Period

15. PROJECT CONTACTS

Appendix A. Section 508 – Accessibility of Information and Communications Technology

Section 508 Compliance

Appendix B O&M Data Procedures

15.1. Procedure

15.1.1. Binders

15.1.2. Index System

15.1.3. Form

15.1.4. Content

Appendix C Equipment Data Sheet

1. SCOPE STATEMENT

The contractor shall prepare and develop a detailed technical proposal with pricing for all equipment, materials and installation work to complete the scope described in this document.

The contractor shall provide all services, labor, and equipment to upgrade the electronic physical access control system at the US Vegetable Laboratory in Charleston, South Carolina including tools, power cords, ladders, manlifts, cranes, rigging, and digging equipment, materials, testing and personal protective equipment necessary to perform the work.

Preparation for this work will include a site visit to survey the building, layout and accessibility, existing equipment that can be re-used, and to determine the requirements to design, supply and install the electronic Physical Access control System (ePACS) that satisfy the requirements of HSPD-12 and enhance the protection of facilities, assets and safety of personnel.

All contractor staff must pass a background investigation, including fingerprinting, before performing any work under HSPD-12 requirements.

No Government equipment or services will be available for use by the contractor.

1.1. Base Quote

The contractor shall provide a technical proposal and detailed cost estimate for the entire project as specified in this document. Descriptive literature and written specifications for the equipment and cabinetry included in the proposal must be included with the quote. The detailed cost estimate shall provide a breakdown showing the following items:

• Labor

• Electronic Hardware (quote to include bill of materials)

• Software and Licenses (quote to include bill of materials)

• Software Programming

• Installation hardware, brackets, hangers, etc.

1.2. Site Visit

The contractor shall conduct a site survey of the project in order to gather site-specific data required to develop an Installation Design Package (IDP). The purpose of the survey is for the contractor to become familiar with the site and to discover any areas not adequately addressed within this document.

1. The contractor shall hold an in brief meeting with the Contracting Officer’s Representative and shall outline the goals of the site survey and shall disclose all project details to ensure clarity of the project requirements.

2. All site visits with the Contracting Officer’s Representative.

3. The contractor shall prepare a site survey report that identifies all conditions that may affect the schedule and/or project completion. The report shall also contain recommended resolutions of any identified problem areas.

4. The Site Survey Report shall be submitted within ten (10) days from the completion of site visit.

During the site visit, contractors will be escorted by a government representative to confirm locations, dimensions, and conditions of the project before a quote is submitted. The site visit shall be for the purpose of observing conditions relevant to the completion of this project. No consideration will be given to claims based on lack of knowledge of existing conditions, except where contract documents make definite provisions for adjustment in cost or extension due to existing conditions not readily foreseeable.

Contractor must be registered in System for Award Management, (SAM), prior to submitting a quote. Registration can be completed at www.sam.gov/portal/public/SAM

2. CODES AND STANDARDS

Relevant Codes and Standards apply and are not limited to the following:

ADA - The Americans with Disabilities Act, public law 101-336 ANSI - American National Standards Institute ASME - American Society of Mechanical Engineers EPA - Environmental Protection Agency FM - FM AG Approval Guide NEC - National Electrical Code NFPA - National Fire Protection Association OSHA - Occupational Safety and Health Administration UL - Underwriters Laboratories, Inc. (UL) State and Local Building Codes as adopted by the Authority Having Jurisdiction (AHJ) Equipment Manufacturer Printed Instructions

The work of this project is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C.

794d) as amended by the workforce Investment Act of 1998 (P.L. 105-220). Refer to Appendix A of this document for detailed requirements.

2.1. IT Infrastructure

Any contractor provided equipment intended to connect into any information technology (IT) equipment belonging to the USDA, including, but not limited to; servers, workstations, hubs, switches, routers and/or the USDA LAN backbone/infrastructure must meet, at minimum, the standards and requirements for computer security as defined by the Office of the Chief Information Officer (OCIO).

The access control system and all associated devices and components shall meet, at a minimum, the following Federal Government directive and standards:

2.1.1. Homeland Security Presidential Directive (HSPD) #12

Policy for a common identification standard for Federal Employees and Contractors.

http://www.dhs.gov/homeland-security-presidential-directive-12 http://www.sam.gov/portal/public/SAM http://www.dhs.gov/homeland-security-presidential-directive-12

2.1.2. Federal Information Processing Standards (FIPS) #201-1

Personal Identity Verification (PIV) of Federal Employees and Contractors.

https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

2.1.3. NIST Special Publication (SP) #800-73

National Institute of Standards and Technology, Information Security.

https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-73-4.pdf

All work must meet ARS 242.1M “ARS Facilities Design Standards” for the defined scope of this project in addition to meeting all Local, State and Federal codes, and latest IBC codes. The document is attached electronically as a separate PDF file.

3. PROJECT REQUIREMENTS

The contractor shall secure the services of a current Lenel Value Added Reseller (VAR) in good standing to design, procure, provide and install electronic security upgrades that will satisfy the sites specific security needs. The contractor shall provide and install an integrated electronic security package, which shall support a method of controlling, monitoring and detecting entry into secured areas. The Contractor shall have at least one Certified Security Engineer, ICAM Professional (CSEIP) on staff.

USDA has a Lenel enterprise access control system with a centralized head end infrastructure that is hosted at a USDA data center. The access control system installed at the USDA ARS U.S. Vegetable Laboratory in Charleston SC shall be integrated and communicate with the USDA enterprise server.

The physical access control system shall be capable of being monitored by USDA Personnel, or an USDA designated Contractor. Monitoring of the system shall include all data information available through all installed systems including, but not limited to; alarm activations, trouble activations, proximity card reads at all card reader locations with individual user identification, door hold open activation, door forced open activation, loss of device information, all systems diagnostic and maintenance information.

The contractor shall be responsible for initial programming of all access card use and access levels for all existing employees at time of system acceptance.

3.1. Scope of Project

The scope of this door security and badging system includes the following elements:

Remove existing facility commander WNx system and provide a complete Lenel physical access control system (ePAC), for building 44.

https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-73-4.pdf

The existing security access system uses a combination of Ioprox readers, bio-scanners and keypads that accepts Government Common Access Cards (CAC) to gain access into building

44. The contractor shall evaluate the following equipment to determine if they are compatible for use with the new Lenel security system and the standard Government issued PIV cards. If the following items are not compatible with the new Lenel system, they shall be replaced with appropriate devices that comply with the codes and standards listed in this document.

• Existing wires and cables

• Ioprox readers

• Mag Locks

• Badge printer

• Computer workstation PC with window 10 OS system

The Lenel physical access control system and components shall use a multi-technology reader device that accommodates standard Government issued PIV access cards (LincPass). The following HID readers have been tested to work with USDA’s ePACS system in a 200 bit and 35 bit format:

• PIVClass RP10-H Reader Part # 900PHPTEK000HU-L02

• PIVClass RP40-H Reader Part# 920PHPTEK000HU-L02

• PIVClass RPK40-H Reader Part# 921PHPTEK000HV-L02.

Currently, contractors, students, interns and guests who are granted temporary access to this government facility use Government Common Access Cards (CAC). No special provisions, modifications or software for the new Lenel security system shall be allowed in order to utilize the current CAC cards for access. If the new Lenel system can accommodate the existing CAC cards without modifications or additional software they can be accommodated. All future access cards for contractors, students, interns, and guests shall be either PIV (LinkPass) cards, or HID Corporate 1000 35-bit access cards.

The contractor shall provide and install one (1) registration, card issuance badging and system administration workstation capable of printing site badges as part of the access control system package. The final location shall be approved by the Contracting Officer’s Representative.

The contractor shall provide one hundred (100) HID Corporate 1000 proximity/access cards for current, and future, site badges.

The contractor shall replace all existing panels and Interface modules.

The contractor shall mark all new and existing wiring/cables and provide a routing schedule to include the path and schematic for all wires, cables, panels, modules and routers.

The contractor shall supply and configure new software for the Lenel physical access control system, including the software and programming for a new database. These systems shall be capable to add new users, create new badge designs, and create a new template for future badges.

3.1.1. Gates and Doors to be included in the ePACS security system:

Each access point listed in the table below shows the security devices currently in place.

AREA DESCRIPTION IOPROX BIO KEYPAD

Gate-1 Main Gate (Entrance) X X

Gate-2 Main Gate (Exit) X X

A1 Front center main door X

A1 East door to patio X

A1 West door to patio X

A2 East center door X

A2 West center door X

A2 East door to crossover X

A2 West door to crossover X

C1 East door to patio X

C1 West door to patio X

C1 Computer server room 143 door X

C2 East door to crossover X XX

C2 West door to crossover X XX

D1 Receiving Door to building offices X

D1 Receiving door to truck loading X

HH-1A East end door near garage X

HH-2A West end door near garage X

HH-2A Center door near steamer X

HH-2A HH Entrance door from Room 106 X

HH-2A HH Outside door to room 106 X

HH-2A HH Outside south door to parking lot X

GH-A GH door range A end north X

HH-AB HH between GHA & GHB X

GH-B GH door range B end north side X

ALL access points listed above shall include a multi-technology reader device. The entry and exit gates shall also include a keypad system that provides entry for delivery truck drivers and other visitors that only need limited momentary access to the reception area or receiving dock. The C2 crossover doors shall also include a bio-scanner. This is necessary because if personnel enter the crossover platforms without their PIV card, they could be trapped on this mezzanine if other secondary egress doors are locked. The bio-scanner will allow a secondary means to re-enter building 44. Keypads are an acceptable alternative to bio-scanners for this application.

3.2. General Guidance

The contractor shall install system components and system wiring in accordance with the manufacturer's instructions. Manufacturer installation "recommendations" shall be considered as MANDATORY methods of installation for the purpose of this contract, unless the Government's specifications are stricter, in which case the Government's specifications shall be adhered to.

In areas exposed to the outside environment, weather/water resistant conduit, boxes and fittings shall be utilized. Wire and wire housing installation material and methods shall be approved in advance by the Contracting Officer’s Representative.

All necessary backboxes, pull-boxes, connectors, supports, conduit, cable, and wire shall be furnished and installed to provide a complete and reliable System installation. Exact location of all boxes, conduit, and wiring runs shall be presented to the Contracting Officer’s Representative for approval in advance of any installation.

All conduit, cable, and wire shall be installed parallel and square with building lines, including raised floor areas. Conduit fill shall not exceed forty percent (40%). All wires shall be gathered and tied up to create an orderly installation.

3.3. General Installation

Control panel wiring shall be installed in a neat and orderly manner and trained parallel with or at right angles to the cabinet sides and back. All circuit conductors entering or leaving the equipment cabinets shall be readily accessible without removing any component parts. The contractor shall arrange and route wiring within panels to allow accessibility to equipment for adjustment and maintenance.

Electronic equipment shall be mounted in cabinets, consoles, enclosures or racks for protection and to conceal wiring and connections.

The contractor shall wire any system digital communicator through Government provided telephone lines. The contractor shall be responsible for re-locating telephone lines as needed for system installation. The contractor shall use, at a minimum, Category 5e 4-pair 24 AWG twisted, copper, solid telephone data cable for all telephone line connections.

System components and devices not mounted on electrical boxes shall only be mounted using plastic anchors, toggle bolts, or self-tapping screws depending on mounting surface with the prior approval of Contracting Officer's Representative. Double-sided adhesive tape shall not be used for mounting any equipment.

The contractor shall install electrical boxes at locations shown on the IDP, and as required for splices, taps, wire pulling, equipment connections, conduit termination, and in compliance with regulatory requirements.

Above ceilings and in unfinished areas, system junction box covers shall be painted "GREEN" to signify intrusion detection, access control and video system wiring. Junction boxes installed above ceilings shall be installed no more than six (6) inches from a ceiling access panel or from removable recessed luminaries.

Wire run above ceilings that is not in conduit shall be bundled, cable tied, and trained perpendicular and/or parallel to the walls and supported off the ceiling to prevent damage and interference with any other wiring and/or devices and equipment. If back boxes and conduits are used, the conduits shall be run perpendicular and/or parallel to the walls.

Office and Common Areas: In finished areas, system wire may be "fished" into concealed spaces, above ceilings, and in wall cavities. Wire run above suspended ceilings shall be fastened in a manner that it is supported from the ceiling. Where concealing wire is impractical, wire shall be run in appropriately colored metallic wire-mold. Wire and wire housing installation shall be approved in advance by the Contracting Officer’s Representative.

Office and Common Areas: In unfinished, exposed areas, wire shall be run in electrical metallic tubing (EMT), intermediate metallic tubing (IMC), rigid conduit or appropriately colored metallic wire-mold. Wire and wire housing installation material and methods shall be approved in advance by the Contracting Officer’s Representative.

Provide "EARTH GROUND" system grounding to all system components. Methods shall be approved in advance by Contracting Officer's Representative.

Motion detector range, direction, and pattern shall be selected per area protected, and installed and located in accordance with manufacturer installation instructions and recommendations.

Ceiling mounted motion detectors shall be installed in accordance with manufacturer instructions and shall not be mounted within three (3) feet of air supply ducts. Ceiling mounted detectors installed on suspended tile ceiling shall be installed on back boxes supported by hardware between and attached to ceiling grid (“Caddi Bars”).

The contractor shall install system proximity card readers and proximity card reader/keypads forty-two (42) inches above the finished floor to the center of the reader.

3.4. Wires Cable and Conduit

All wire and cable shall meet the applicable requirements of NFPA 70 and UL for the type of insulation, jacket, and conductor specified or indicated. Wires and cable manufactured more than twelve (12) months prior to date of delivery to the site shall not be used.

All wire and cable utilized for installation of all Access Control, Video Intercom System and Video system devices and equipment shall meet, at a minimum, MANUFACTURER PRINTED

RECOMMENDATIONS.

The contractor shall ensure the following provisions are followed:

1. Follow accepted practices, NEC codes and NFPA standards.

2. Provide alarm circuit conductors with color-coded insulation.

3. Maintain the same color coding throughout the entire system wiring process.

(black = "- power" and red = "+ power") (green + white = circuit).

4. Label each circuit connector and cable in the control panel.

5. Permanently label or mark each conductor at both ends with permanent alphanumeric wire markers within two (2) inches of the wire termination.

The contractor shall carefully inspect wire and cable during handling to verify that it is free from visible defects. The contractor shall report all cable damage to the Contracting Officer's Representative, whether prior to installation, during installation, or discovered by test. The Contractor shall replace damaged cable promptly.

Cable installation procedures shall be coordinated such that cables are not stretched or stressed in pulling. Methods shall include kink-free handling and installation. Handle cable, cable insulation, and conductors carefully to prevent damage by cutting, abrasion, and excessive stretching.

All wiring connections and interconnections not terminated under screw terminal blocks shall be made using sealant filled wire crimps. The use of wire nuts or similar type devices is not permitted.

No splicing of wires is permitted except in control panels or properly labeled terminal cabinets, and device junction boxes as shown on the contract drawings. No splicing of any type shall be permitted in pull boxes (to include crimp terminals).

All wiring information shall be included in project close-out documents. Mark and identify all wiring on the system schematic. A copy shall be provided within the respective control cabinet.

Fire stop all holes for conduit, piping, or other penetrations which pass through floor slabs, fire-rated walls, partitions with fire-rated doors, vertical service shafts, or any fire-rated assemblies in accordance with BOCA.

All exposed electrical metallic tubing (EMT), intermediate metallic conduit (IMC), rigid conduit or wire-mold shall be painted to match existing surfaces. Paint color, paint material and painting methods shall be approved in advance by the Contracting Officer’s Representative.

Wire-mold, electrical metallic tubing (EMT), intermediate metal conduit (IMC) or rigid conduit used for system installation shall only contain low voltage circuits. At no time may the conduit be shared with high voltage wiring.

Use plastic cable ties and cable tie mounts to ensure a neat quality appearance. Cable tie mounts shall only be attached using screws.

Provide a concealed service loop a minimum of six (6) inches in length at each detection device.

3.5. Compliance with Internet Protocol Version (IPv6)

This contract involves the acquisition of Information Technology (IT) that uses Internet Protocol (IP) Technology. In order to comply with OMB Memorandum M-05-22, Transition Planning for Internet Protocol Version 6 (IPv6) issued on August 2, 2005, the contractor agrees that: (1) all deliverables that involve IT that uses IP (products, services, software, etc.) will comply with IPv6 standards set forth in the USGv6 Profile (NIST Special Publication 500-267) and interoperate with both IPv4 and IPv6 systems and products; and (2) it has IPv6 technical support for such deliverables. If the contractor plans to offer a deliverable that involves IT that is not compliant with these requirements, the contractor agrees to obtain the Contracting Officer’s approval before starting work on the deliverable.

3.6. Shipping, Handling, and Storage

The contractor shall arrange deliveries of materials in accordance with schedules; coordinate to avoid conflict with work and conditions at the site. Deliver materials in undamaged condition, in manufacturer's original containers or packaging, with identifying labels intact and legible. The contractor is encouraged to obtain materials in biodegradable or recyclable/reusable packaging which uses the minimum amount of packaging possible.

The contractor shall deliver equipment and materials to the site only after submittals have been approved by the Contracting Officer's Representative.

Delivery of equipment and materials are to be coordinated to coincide with the approved installation schedule. Deliver equipment to the site in manufacturer’s original, unopened packaging for inspection by the Contracting Officer’s Representative.

Contractor shall properly store, protect, and carefully handle equipment and materials to prevent damage before and during installation. Equipment and materials shall be handled, stored, and protected in accordance with the manufacturer's recommendations. The Contracting Officer’s Representative will identify a room for storage of equipment and tools during the installations.

Cables and wire shall be sealed, stored, and handled carefully to avoid damage to the outer covering or insulation, and damage from moisture and weather. Damaged or defective items shall be replaced with new items at no cost to the Government. EMT, conduit, wire mold and associated hardware shall be stored to provide protection from the weather and accidental damage.

The contractor shall protect equipment on site; safeguarding of equipment shall be the sole responsibility of the contractor. The Government shall assume no responsibility for loss or damage occurring prior to completion of contract and acceptance of the systems.

3.7. Materials and Equipment

Materials and equipment provided by the contractor under this contract shall be the standard product and current design of a manufacturer regularly engaged in the production of such equipment. The equipment shall be equal in all respects to that identified by the Government.

The material and equipment shall be listed by the Underwriters Laboratories, Inc. (UL) or approved by the Factory Mutual (FM) if such standards exist for the equipment and materials specified. The UL authorized listing mark is acceptable as evidence that the material meets this requirement.

All materials and equipment provided by the contractor under this contract shall meet the following provisions:

1. Commercial “off the shelf” products

2. Obtainable via an open distribution network.

3. used only for their intended use.

4. new and the manufacturer’s latest revision.

3.8. Access Control System

The access control system shall be installed to lock, unlock and control access at the entry points. The contractor shall provide and install electronic strike mechanisms wherever possible in favor over magnetic locking devices. Magnetic locks shall only be used when it is the only type of locking hardware that is compatible with a door set up (i.e. concrete filled jambs, solid glass doors, etc.). The system cards shall have a secondary use as personnel identification badges. The security system shall be installed in a manner to allow field devices from the sub-systems to communicate and capture events, e.g. the stairwell entrance encounters a “forced open” alarm event. The access control system registers this event in an alarm log. The system shall utilize hard wiring as a primary means of communication from the subcomponents to the head-end equipment and if possible, the site Local Area Network (LAN), as a secondary means of communication. The access control system must integrate with USDA’s Enterprise Access Control System (ePACS).

All access control devices should be on a supervised circuit. End of line resistors for supervision must be placed in the individual device and not in the panel.

Panels should be in a locked tamper proof enclosure with a tamper switch.

Panels should be located in a locked area that is only assessable to authorized individuals and should be protected by access control.

3.9. Uninterruptible and Auxiliary Power Supplies

The contractor shall provide and install the necessary number of uninterruptible power supplies (UPS) in a manner appropriate to isolate and protect system components against power surges and voltage irregularities.

Uninterruptible Power Supplies (UPS) Main System (Head End):

1. The UPS shall be installed in a manner to isolate and protect system components against power surges and voltage irregularities.

2. The UPS shall be installed and capable of sustaining system operation for a minimum of four (4) hours of backup power.

3. The UPS shall automatically reset upon restoration in the event of a power outage.

Auxiliary Power Supplies (APS) System components:

1. The APS for all system devices shall meet, at a minimum, MANUFACTURER PRINTED

RECOMMENDATIONS.

2. The APS shall be installed and capable of sustaining system operation for a minimum of eight (8) hours of backup power.

3. No more than six (6) powered detection devices may be installed per auxiliary power supply.

4. The contractor shall ensure that the appropriate number of auxiliary power supplies are supplied and installed.

3.10. Fire Alarm Action

The contractor shall provide fire alarm disconnect capabilities to all electronic locking devices, magnetic locks and door strikes, to ensure appropriate egress in the event of fire alarm activation according to the NFPA codes and standards. The contractor shall be responsible for all necessary equipment and labor to accomplish the fire alarm disconnection feature.

3.11. System Power

Primary power for all systems shall be obtained from the facility power panel. Each circuit used for system purposes shall be permanently labeled for function.

The contractor shall be responsible for providing electrical service to all NEW system control panels, auxiliary panels, and powered devices.

Electrical work shall be performed by a licensed electrician. Electrical work shall be approved in advance by the Government electrician prior to installation. The contractor shall tie all system power to circuits serviced by the site backup generator, if available.

3.12. Repairs and Touch-up

Contractor shall include minimal wall repair and painting to include only patching and touch up paint where disturbances remain from the equipment removal phase. Concrete walls are be patched with mortar-based filler and troweled flat. Plaster walls are to be patched with like materials, either plaster or gypsum wallboard and gypsum joint compound. Spots that have been repaired shall be touched up with paint of the same type and color as the surrounding wall surfaces.

Restore and refinish all new and existing areas and improvements that are cut into, altered, damaged, relocated, reinstalled, or left unfinished by removals to original condition or to match adjoining work and finishes. This is to include the repair of any damaged landscaping, building finishes, concrete foundations, architecture appurtenances, walls, structural steel, grating, flooring, etc. resulting from the work performed as part of this project.

4. CONTRACTOR RESPONSIBILITIES

The contractor shall provide a complete and functional installation in accordance with the intent and meaning of this document.

Site Access during Covid-19 recovery will require additional steps. At this time, contractors are to have their temperatures taken, and will be asked a series of questions regarding their general health and exposure to others with symptoms of illness (coughing, fever, short of breath, etc.). Contractors will also be asked if they have a mask. Contractors must wear masks while in public spaces. These access requirements are subject to change at any time without warning.

The project work shall be performed per the following guidelines:

1) Contractor will verify all dimensions and site conditions prior to beginning work.

2) The contractor shall always be responsible for protecting his work and ensuring the safety of his crew and ARS employees.

3) Contractor shall remove and dispose of all related materials from all work areas daily and remove these waste materials from the site weekly.

4) Contractor shall consult with the Government prior to beginning all work phases. All work performed shall be coordinated and approved in advance by the COR.

5) Contractor shall perform work in a manner that minimizes the impact to daily operations of the facility and its workers. The building will be occupied during work.

6) Contractor will provide daily reports of work performed and weekly status updates to the AO, EPM and COR.

7) Contractor is required to manage the project and include a superintendent on the jobsite when crews are performing the installation work.

8) Contactor will provide their own restroom facility.

Any damage resulting from contractor's operation shall be brought to the attention of the Contracting Officer's Representative immediately.

The contractor shall move all materials and equipment, including ladders and scaffolding from the site at the completion of each day's operation unless otherwise approved by the Contracting Officer's Representative.

The contractor shall provide proper safety equipment to workmen and ensure a safe environment for employees and the general public at all times. The Contractor shall work to ensure free, unobstructed, and safe access to and about the work area.

All work is to be performed according with building codes, ordinances and laws of the Authority having jurisdiction on the project. When the requirements of the building codes, ordinances and laws conflict with any other part of the building codes, ordinances and laws, the most restrictive requirement shall prevail.

The contractor shall protect the work, the site, and all existing property and structures within the limits of the activities or that may be affected thereby until acceptance of the work. Any damage to property shall be repaired at the contractor’s expense, to pre-damaged condition to the satisfaction of the COR.

The contractor shall keep the site clean and free of debris at all times. Restore areas disturbed as nearly as possible to the original appearance and condition. Upon completion of the project, and prior to final inspection, the contractor shall remove all unused material, trash, and debris resulting from the work to the satisfaction of the COR.

5. DOCUMENTATION REQUIREMENTS

The work of this section consists of submittal requirements before and during work.

Submittal reviews and responses to RFIs shall be accomplished in a maximum of 7 days for the contractor AND the Government for a total of 14 days.

Electronic files of all required documents necessary to describe the complete design intent shall be transmitted to the EPM, LM, and CO with electronic files in PDF format.

5.1. Submittals

Prior to Work Notice to Proceed (NTP) the following submittals must be submitted to the Contracting Officer (CO) for approval.

1. Schedule including daily start/stop time.

2. List of contract site personnel

The contractor shall submit and include information for all equipment and materials to be supplied by the contractor. Specification and/or catalog sheets for all equipment, wire, and devices shall be provided. Data describing more than one (1) type of item shall be clearly highlighted to indicate the specific device the contractor intends to provide for a given application.

5.2. Schedule

The contractor shall submit a comprehensive schedule of actions with anticipated milestones for the following:

• 25% completion

• 50% completion

• 75% completion

• 100% completion

5.3. Status Reports

The contractor shall provide weekly status/progress reports that reference installation plans, milestones, concerns, potential project delays or cost overruns and anticipated project completion.

5.4. Samples

The contractor shall submit samples of every type wire and cable assembly as follows:

1. Wire and cable samples shall include manufacturer’s sheath imprint with UL Listing, NEC code type, and part number. Include temperature and voltage limits, where required by code.

2. The length of each sample shall include three (3) inches of cable before the imprint and four (4) inches of cable after the imprint; but not less than twelve (12) inches overall length.

5.5. Manufacturer's Recommendations

The contractor’s installation procedures shall be in accordance with the recommendations of the manufacturer of the material or equipment being installed. Printed copies of these recommendations shall be provided to the Contracting Officer's Representative prior to installation. The contractor shall not proceed with the installation of the item until the recommendations are received, reviewed, and approved by the Contracting Officer’s Representative. Failure to furnish these recommendations can be cause for rejection of the material or product.

5.6. System Zoning and Programming Data

System zoning and programming shall conform to Government’s standard format. The contractor shall submit the proposed system zoning and programming data for review and approval by the Contracting Officer's Representative. Any changes to these specifications and/or equipment substitutions shall be approved in advance by the Contracting Officer's Representative.

5.7. Installation Design Package (IDP)

The contractor shall develop an IDP based upon this document and information gathered during the site visit and submit for approval to the Contracting Officer’s Representative prior to any work or installation.

The IDP shall contain the following information:

1. Title Sheet

2. Security Package Design Layout

a. Complete, comprehensive drawing outlining the intended installation of the complete security package including all equipment, components and devices.

b. Drawings shall depict the specific location of all equipment, components and devices.

c. Drawings shall depict the intended conduit, or wire-mold, routing and installation details.

d. Drawings shall be legible, neat, complete and easily understood.

e. Separate drawings for each type of system shall be submitted.

3. System Cable/Signal Flow Diagram

a. Diagram shall show in block diagram format all interconnection cables between units.

b. Diagram shall be legible, neat, complete and easily understood. Separate diagrams for each type of system shall be submitted.

4. System Power Distribution Diagram

a. The system power/cable flow diagram shall show all AC and DC power distribution for entire security package.

b. Diagram shall be legible, neat, complete and easily understood. Separate diagrams for each type of system shall be submitted.

The contractor shall verify that the system installations as set forth in these specifications are in complete accordance with any applicable accepted industry codes and standards. When the requirements of these specifications are more stringent than the codes, regulations, or standards, these specifications shall prevail.

5.8. Posted Operating Instructions

Contractor shall furnish operating instructions attached to or posted adjacent to equipment.

Include wiring diagrams, control diagrams, control sequence, start-up, adjustment, operation, shut-down, safety precautions, procedures in the event of equipment failure, and other items of instruction recommended by the manufacturer.

5.9. Record As-Built Drawings

Three (3) sets of record drawings shall be prepared for each system. Drawings shall be legible, neat, complete and easily understood. Separate drawings for each type of system shall be submitted.

The contractor shall provide as-built drawings in electronic format in PDF and AutoCAD, using the current version utilized by the USDA at time of project award. A separate layer for each type of system shall be submitted.

As-built drawings shall:

1. Reflect only the Access Control and Aiphone. Non-related elements shall not be included on the drawing.

2. Record actual work, field changes, changes made by change order, details not on original contract drawings/floor plans or shop drawings.

3. Show all sizes and routing of conduit, junction boxes, as well as wire and cable routing.

Show each device location with associated device system address.

4. Include specific location of all end-of-line devices or resistors.

5. Include all wire and cable numbers.

On-site as-built drawings shall be kept up to date continuously during the system installation by the lead technician. Drawings shall be reviewed daily for accuracy and completeness and be made available upon request for review by the Contracting Officer’s Representative.

5.10. Keys, Keying Schedule, and Passwords

All sets of keys to each lock shall be turned over to the Government upon completion of the installation. Each set of keys shall be properly and legibly marked and tagged. Loose keys will not be accepted.

Keys and Keying Schedule: Submit all keys including two (2) duplicates. Wire all keys for each lock securely together. Tag and plainly mark with lock number, equipment identification, or panel or switch number, and indicate location, such as building and room name or number.

All initial passwords for access to each system and for all security levels shall be identified and turned over to the Government upon completion of the installation in a password schedule.

Contractor shall include written instructions detailing how each of the initial user passwords are to be changed. This information is to be kept confidential and transferred only to the AO, EPM, COR, and LM

5.11. Close-Out Submittals

Contractor shall submit the following close-out documents before requesting final inspection.

1. Record As-Built Drawings: As specified above.

2. Record copy of all software programs and media to be kept locally.

3. Warranty Information: As specified in individual sections.

4. Spare Parts and Materials: As specified in individual sections.

5. Operation and Maintenance Data: As specified in individual sections and section 07.

6. Keys, Keying Schedule, and Passwords

7. One (1) set of special tools to operate, adjust, dismantle, or repair equipment.

8. System Demonstration and Training: As specified in individual sections.

9. Operation and Maintenance Data: (3) sets per O&M Data Procedures in Appendix.

6. TESTING AND CERTIFICATION

The Contractor shall demonstrate the functionality of the System upon completion of installation, documenting the result of all tests and providing these results to the Contracting Officer. The System shall be tested in accordance with the following:

1. Conduct a complete inspection and test of all installed equipment. This includes testing and verifying connection to equipment of other Divisions.

2. Provide sufficient personnel to test all devices and all operational features of the System and provide two-way radio communications to assist in the testing.

3. All deficiencies noted in the above test shall be corrected.

4. Test results shall be submitted to the Contract Officer’s Representative.

5. A letter of certification shall be provided indicating the testing is complete and all devices are operational.

7. TRAINING

Training session schedule shall be coordinated and approved in advance by the COR. Training sessions shall only occur after the equipment or system has been accepted and turned over to the Government

The contractor shall be responsible for training the COR and a minimum of ten (10) USDA employees or designated contractor(s) in the complete operations, adjustments, and maintenance of all systems as installed.

Training shall be in the form of no less than four (4) – two (2) hour demonstration sessions and instruction on all systems with the necessary degree of hands-on training to accomplish this responsibility.

Training shall, at a minimum, include the following:

1. Training in the complete access control system operation, including; use of proximity cards and REX devices. Training shall also include any preventative maintenance that may be performed on site by site personnel.

2. Training for designated USDA personnel, or designated contractor, in the administrative programming of the complete access control system, including access card production, access card level programming, access card manipulation, access card deletion and system “audit trail” report generation. Training shall also include any system preventative maintenance that may be performed on site by site personnel.

3. Complete training in the monitoring of all installed devices, equipment and systems for designated USDA personnel, or designated contractor.

8. SUBSTANTIAL COMPLETION AND FINAL INSPECTION

Submit written certification that project, or designated portion of project, is substantially complete, and request in writing a final inspection. Contracting Officer will inspect within ten

(10) days of receipt of request.

Before scheduling the final inspection, remove all tools, equipment, surplus materials, and rubbish. Restore or refinish surfaces that are damaged due to work of this contract to original condition. Remove grease, dirt, stains, foreign materials, and labels from finished surfaces.

Thoroughly clean building interiors. Pick up all debris from the site. At time of final inspection, project shall be thoroughly cleaned and ready for use.

When work is determined to be substantially complete, Contracting Officer will prepare a list of deficiencies to be corrected before final acceptance and issue a Letter of Substantial Completion. The contractor shall complete the work described on the list of deficiencies within fifteen (15) calendar days, as weather permits. If the contractor fails to complete the work within this time frame, the Contracting Officer may replace, repair, or remedy the work with an appropriate reduction in the contract price.

If work is not determined to be substantially complete, the Contracting Officer will notify the contractor in writing. After completing work, contractor shall resubmit certification and request a new final inspection.

9. ACCEPTANCE OF WORK

The Government's Acceptance Test will only be made after the contractor’s tests are made and a letter of certification from the contractor is received.

A letter of acceptance will be issued by the Government after confirmation of the following:

1. Government’s acceptance test completed

2. All deficiencies have been corrected

3. All documentation requirements are complete and delivered

If only designated portions have been inspected, tested, and accepted, a letter of partial acceptance will be issued for that portion of the work. However, final payment will be withheld until a letter of acceptance is issued.

Upon completion of the installation and prior to the acceptance test of the system by the Government, the lead technician shall inspect, test, and adjust the complete system.

The Government's acceptance test will only be made after the contractor’s tests are conducted.

The contractor shall notify the Contracting Officer ten (10) days prior to the proposed acceptance testing date. The contractor, installing lead technician and the Government shall be in attendance during all acceptance testing.

The contractor shall be responsible for the performance of the final acceptance test and shall demonstrate the function of the system and verify the correct operation of all system components, circuits, and programming. The contractor shall perform these tests in the presence of the Government.

The Government will use the system record drawings, (as-builts), operation manuals, and system documents during the acceptance test procedure to verify the system operation as installed and programmed.

Test Equipment: All test equipment, instruments, tools, and labor required to conduct the Government’s acceptance test shall be made available by the installation contractor at the time of the test. The following equipment shall be a minimum for conducting the tests:

• Ladders and scaffolds as required for access to all installed equipment

• Multimeter for reading voltage, current, and resistance

• System programmer and/or tester

• Laptop computer with programming software for any required program revisions

• Two-way radios, flashlights, and supplies

The items tested shall include, but not be limited to, the following:

1. Visual inspection of all equipment.

2. Each alarm initiating device functions as specified and produces the specified functions and notifications to each monitoring location.

3. Each perimeter door functions properly with all associated access control hardware and equipment.

4. Remote door unlock system functions properly.

5. Video equipment functions properly, including; switching and controlling of individual cameras, movement of pan/tilt/zoom cameras, fixed cameras, alarm functions and recording equipment.

6. Correct message display on all keypad alphanumeric displays.

7. Activation of site fire detection system correctly releases all access-controlled doors.

8. Any test will initiate the proper system response in compliance with specifications.

9. Test each siren for proper operation.

10. System off-site reporting: Correct signal transmitted for each alarm input to monitoring center.

11. Check all documentation for accuracy and completeness.

10. SPECIAL REQUIREMENTS

Where governing regulations and imposed codes and standards require notices, permits, licenses, inspections, tests, and similar items or actions in order to lawfully proceed with the required work, the contractor shall obtain these items and take those actions in accordance with the regulations of the governing authority. The costs of such permits, licenses, inspections, etc., are the obligation of the Contractor.

11. SAFETY REQUIREMENTS

The contractor is responsible for complying with all local, state and federal safety codes and regulations.

Safety and health matters, as they relate to the work, are the exclusive responsibility of the contractor. The contractor shall furnish, erect, and maintain barricades, warning lights, signs, guards, or take other precautions that may be required by law or local authorities for the protection and security of the grounds, facilities and personnel.

12. QUALITY ASSURANCE

Before commencing work, the contractor shall submit data that demonstrates that the contractor has successfully installed Access Control of the same type and design as specified herein, or that they have a firm contractual agreement with a sub-contractor having such required experience. The contractor or sub-contractor shall include the names and locations of at least three (3) installations where the contractor has installed such systems of similar size and complexity. Specify the equipment manufacturer and model number, type, and design for each system, and furnish documentation that the system has performed satisfactorily for the preceding thirty-six (36) months.

Statements shall be included, with copies of required licensing, verifying the qualifications of the system designer and installer as specified. The contractor shall be solely responsible for coordinating work with all subcontractors and ensuring that all items of joint use in conjunction with installations are completed.

The contractor shall employ only craftsman skilled in the installation and troubleshooting of Access Control Systems.