Draft_SOW_PACS_Goodfellow_St._Louis_.pdf

DRAFT

Statement of Work (SOW) Physical Access Control System (PACS) Equipment Maintenance and Support

Table of Contents

1. Scope of Work

2. General Requirements

3. Maintenance

4. Technical Specifications

5. Maintenance Schedule, Quality Assurance Plan

6. Protection, Security and Safety Policies

7. Appendix A – Site Specific Safety Plan

1.0 Scope of Work.

This is a contract to provide preventative maintenance and onsite support services for our site located in St. Louis, Missouri. The site currently has a Lenel OnGuard Physical Access Control System (PACS) which is part of the USDA’s Enterprise Physical Access Control System (ePACS) program. Many of the locations identified for preventative maintenance may require the incorporation of specific guidelines and procedures of the Site Specific Safety Plan (SSSP) located in Appendix A.

Contracted service providers are held accountable to the Contractor, who, in turn is responsible to the Government.

1.1 Description of Services – Introduction.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items as necessary to perform the maintenance of a Physical Access Control System (PACS) for the facilities listed above as defined in this Statement of Work (SOW).

The Contractor shall perform to the standards in this contract. Contractor must be a Lenel Value Added Reseller (VAR) in order to service our Lenel OnGuard physical access control system.

1.2 Background.

USDA RD is requesting a new preventative maintenance contract for our site located in St. Louis, Missouri. The site currently has a Lenel OnGuard access control system which is part of the USDA’s Enterprise Physical Access Control System (ePACS) program. USDA RD currently has a maintenance contract that expires 10/12/2019.

1.3 Objectives.

Contractor will perform preventative maintenance of all required PACS system components of each credential reader system to ensure conformance with all parameters in the current version of NIST SP800-116 applied to access control points entering " Controlled," "Limited" and "Exclusion" areas.

The system is installed in the locations listed below:

Building 104, Federal Center, 4300 Goodfellow, St. Louis MO. 63120

Building 104-E, Federal Center, 4300 Goodfellow, St. Louis MO. 63120

Building 104-F, Federal Center, 4300 Goodfellow, St. Louis MO. 63120

Building 105, Federal Center, 4300 Goodfellow, St. Louis MO. 63120

1.4 Scope.

The contractor shall provide preventative maintenance and emergency onsite support.

Contractor must be a Lenel Value Added Reseller (VAR) in order to service our Lenel OnGuard physical access control system. Contractor will provide a preventative maintenance contract, Monday through Friday, 8:00 am to 4:30 pm (excluding government holidays) to include all parts and labor for our site. Any parts that fail under normal use will be repaired and replaced by the contractor after a written request for the equipment by the contractor for government funding is provided, and the work is approved by the Contracting Officer.

Preventive Maintenance (PM) includes the following:

• Testing and Changing of old batteries.

• Testing of system functionality.

• Inspection of all electronic locking devices.

• Testing and recalibration of all alarm points.

• Upon completion of the PM, a written report will be provided to USDA within 7 business days that will report the work performed under the PM.

1.4.1. Emergency Calls Standard.

Any emergency calls made outside of normal business hours will be billed at the posted after hours rates. All calls, if called in by 11 a.m. will be handled the same day. All calls placed after 11 a.m.

will be handled next business day.

Emergency Service Calls: Contractor will provide emergency onsite support for any emergency service issues after hours and on holidays. After hours phone support consists of a return phone call within two hours of the initial call. Should an onsite response be warranted, a technician will be onsite within 4 hours of the determined time. Replacement parts may not be readily available during after hour’s calls and would be repaired until further replacement is available the following business day.

1.4.2. Emergency Calls (Including a Site Specific Safety Plan- SSSP)

Any work or emergency call requiring to be performed at locations identified for preventative maintenance may require the incorporation of specific guidelines and procedures of the Site Specific Safety Plan. SSSP is located in Appendix A.

Any emergency calls requiring a SSSP made outside of normal business hours will be billed at the posted after hours rates. All calls, if called in by 11 a.m. will be coordinated with the COR the same day. Coordination for all calls requiring a SSSP will include the discussion of the requirements of the SSSP for the emergency location. All calls placed after 11 a.m. will be handled no later than the next business day.

Emergency Service Calls: Contractor will provide emergency onsite support for any emergency service issues after hours and on holidays. After hours phone support consists of a return phone call within two hours of the initial call. Should an onsite response be warranted, a technician will be onsite within 4 hours of the determined time. Replacement parts may not be readily available during after hour’s calls and would be repaired until further replacement is available the following business day.

1.5. Post Award Progress Meetings.

- The contractor agrees to attend any post award meeting convened by the contracting activity or contract administration office in accordance with FAR as appropriate to review the contractor’s performance. The contractor will appraise the Government of problems, if any.

- Appropriate actions shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6. Contracting Officer Representative (COR).

The COR will be identified separately. The COR: monitors all technical aspects of the contract, assists in contract administration, maintains written and verbal communications with the contractor, issues government provided property, drawings and site entry. The COR is not authorized to change terms and conditions of the contract. COR is not authorized to change any of the terms and conditions of the Contract or the task order. Changes in the scope of work will be made only by the CO by properly executed modifications to the task order. Additional responsibilities of the COR include:

(1) Monitor the contractor’s performance to ensure compliance with technical requirements of the task order.

(2) Review and approval of progress reports, technical reports, etc., which require Government approval.

(3) Verify and certify that the items have been inspected and meet the requirements of the /task order.

(4) Notify the CO immediately if performance is not proceeding satisfactorily.

(5) Ensure that changes in work under the task order are not initiated before written authorization or a modification is issued by the CO.

(6) Provide the CO a written request and justification for changes.

(7) Furnish interpretations relative to the meaning of technical specifications and technical advice relative to CO approvals.

(8) Inspect and accept service and deliverables, including visiting the place(s) of performance to check contractor performance, as authorized by contract/Task Order inspection clause on a non-interference basis. This may include, but is not limited to, evaluation of the following:

(i) Actual performance versus schedule and reported performance.

(ii) Changes in technical performance which may affect financial status, personnel or labor difficulties, overextension of resources, etc.

(iii) Verification that the number and level of the employees charged to the task order is actually performing work under the task order.

(9) At the completion of the task order, advise the CO concerning the following:

(i) All articles and services required to be furnished and/or performed under the task order have been technically accepted.

(ii) Contractor compliance with patent rights and royalties clauses of the task order.

(iii) Recommend disposition of any Government-furnished property in possession of the contractor.

(iv) Verify proper consumption and use of Government-furnished property by the contractor.

(v) Prepare a performance report detailing compliance with requirements, quality assurance, timely completion, and any problems associated with the task order.

1.6.1. The contractor is advised that only the CO, acting within the scope of this task order and the CO’s authority, has the authority to make changes which affect task order prices, quality, quantities, or delivery terms.

1.6.2. The COR will furnish technical advice to the contractor to provide specific details, milestones to be met within the terms of the task order, and any other advice of a technical nature necessary to perform the work specified in the task order. The COR shall not issue any instructions which would constitute a contractual change.

1.7. Contractor Key Personnel.

The Contractor shall identify one person as the lead and key personnel who will provide management, administrative, and technical interface between Government and contractor personnel in the day-to-day performance of the contract. An important element of this requirement is the ability for the Contractor to provide expertise as needed.

The Contracting Officer (CO) shall approve individuals designated as Key personnel throughout the course of the contract.

All Key personnel are subject to the following:

Requests for replacement shall include a detailed resume containing a description of position duties and qualifications, information about the qualifications of the individual(s) proposed, and any additional information requested by the Contracting Officer in sufficient detail to permit the Contracting Officer to evaluate the impact on the work the Contractor is obligated to perform hereunder.

Contractor proposals to move any key personnel off the contract shall be submitted in writing at least fifteen (15) days in advance of proposed moves, and are subject to the approval of the CO, including approval of proposed replacements.

The Government reserves the right to review the qualifications of key personnel selected to work on this contract before assignment, including the individuals proposed (in the Contractor's proposal) and any replacements for these individuals, and to reject individuals whom it determines are not suitable for the program. The Government also reserves this right in certain circumstances when specific key personnel are required for specific tasks.

The list of Key personnel set forth may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate.

1.7.1. Contractor Key Personnel Substitutions

Key personnel are designated Key because they are deemed crucial to the mission and overall success of the program. Key personnel substitutions are therefore scrutinized with higher rigor than perhaps, non-key personnel on a contract. Requests for replacement shall also include a detailed resume containing a description of position duties and qualifications, information about the qualifications of the individual(s) proposed, and any additional information requested by the Contracting Officer in sufficient detail to permit the Contracting Officer to evaluate the impact on the work the Contractor is obligated to perform hereunder.

Key Personnel substitutions should be accompanied by convincing assurances that the contractor has proposed a replacement individual whose qualifications equal or exceed those of the previous individual in that labor category and position (They are not compared with the original contract requirements).

Replacement of Key personnel can be disruptive and interfere with the government’s ability to accomplish the efforts in a timely manner. The potential impacts of a Key personnel replacement can sideline the mission and impact the goals of the affected Program office for a substantial amount of time. The contractor shall not remove or replace any personnel designated as key personnel for this Task Order, without the written concurrence of the CO. Prior to utilizing other than personnel specified in proposals in response to a RFQ, the contractor shall notify the appropriate COR. This notification shall be no later than fifteen (15) calendar days in advance of any proposed substitution, and shall include justification, including resume(s) and labor category of each proposed substitution(s) in sufficient detail to permit evaluation of the impact on Task Order performance (What are the circumstances surround the individual’s departure, give a reason why you believe it is in the government’s best interest to accept such a change, and how can the government expect to maintain continuity in the efforts that are ongoing at present, considering the retraining and re-familiarization with our organization and assigned tasks that inevitably has to happen with the introduction of any new individual). Keep in mind that if the CO and Goodfellow Federal Center COR determine that the proposed substitute personnel is unacceptable, or that the reduction of effort would be so substantial as to impair the successful performance of the work under the task order, the contractor may be subject to default action as prescribed by FAR 52.212-4 Alt I.

1.7.2. All on-site personnel and technical support will be U.S. Citizens and have a favorable U.S. Government National Agency Check.

1.9. General Requirements - Government Support.

1.9.1. Contractor Access Requirements

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

2.0. Programming.

All programming will be done on-site

2.0.1 On-Site programming only.

Contractor will not be authorized remote (client) access to network and access control systems to perform maintenance, trouble shoot problems.

2.2. General Contractor responsibilities.

Contractor shall provide all supervision, tools, supplies, equipment, labor, non-personal services, installation, testing, and incidental training on the equipment to properly and successfully complete the work under this contract.

2.3. PACS Equipment.

PACS readers, software, and door hardware (including electric locking devices, power supplies, controllers, electric door strikes, balanced magnetic door position switches, request to exit devices, associated hardware, wiring and installation) will be provided by the contractor.

2.3.1. Connectivity.

PACS hardware shall be connected as per manufacturer’s specifications.

2.3.2. Door Details.

Door details include: door locking hardware, Balanced Magnetic Door Position Switches (BMDPS), Request -to-Exit (REX) devices and associated hardware. Because the PACS is not connected to the fire alarm system all doors must have two types of REX functions, one being an emergency “Push to Exit” button.

2.3.2.1 Electric Mortise locks.

Electric Mortise locks shall be in fail secure mode, normally locked. Cylinder lock may be used for key entry override. Lever on Exit side opens door with or without lock release. Request-to- exit switch in door lever to mask door alarm (BMDPS). Hinge with electric power transfer for electric mortise lock and REX functions

2.3.2.2. Electric Door Strike detail.

Electric strikes shall be quickly reversible from fail safe to fail secure. Strike shall be in fail-secure mode, normally locked. Cylinder lock may be used for key entry override.

Request to exit switch may be separate, or lever actuated.

2.3.2.3. Magnetic lock.

Magnetic locks shall have magnetic bond sensors. They may use internal or separate BMSDPS. Push bar provides free exit at all times with or without lock release.

2.3.2.4 PACS Reader version.

Readers shall be of current GSA APL listed version as required to maintain compliance.

2.3.2.5. Some readers will require keypads.

2.4 SOW Period.

Contract covers a base period of 12 months with possibly 4 additional 12 month option years from date of acceptance. Payments will be made within 30 days of submission of invoices into Department of Treasury Invoice Processing Platform (IPP). Contractor shall provide detailed invoices to ensure proper payment for services rendered for each month of service. The IPP website is located at https://www.ipp.gov/

3.0 Maintenance.

Maintenance actions, other than preventative maintenance included in the contract, are restricted to intrinsic equipment failures. Equipment damage as a result of “Acts of God” and/or lifecycle deterioration will be the responsibility of the Government. Contractor will be responsible for providing a detailed list (MODEL, BRAND, SPECS) of all damaged equipment, including associated battery supply requiring replacement, to the Contracting Officer Representative (COR) or Contracting Officer prior to installation for Government funding. The remedy for equipment failure is the repair/replacement of the failed item through a written request for the equipment by the contractor for government funding. In addition to equipment failure, the contractor will be responsive to different aspects of service interruption or outage. These include the following:

3.0.1 Full Outage or system failure/non-responsive hardware that causes non-operation of the PACS

3.0.2 Partial Outage, where one or more buildings/entrances are affected with complete or partial non-operational status.

Equipment Specific, where singular points of failure in equipment are identified, thus rendering the location in question inoperable and in need of replacement/remediation before fully operational service can be restored.

3.1 Failure Reporting.

Upon notification by the COR of a failure, the contractor will respond no later than the next business day. The contractor will have technical support available for consultation during normal business hours, which is reachable by telephone or email.

3.2 Corrective Maintenance priority scheduling.

Downtime of the access control will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair.

3.3 Maintenance activities reporting.

Contractor will provide written report of all services rendered at time of repairs. All covered equipment will be repaired within three business days. If repair of equipment is expected to exceed the three business day response time, contractor will provide written justification as to the nature of the delay in repair/replacement of identified equipment within 24 hours of system evaluation.

4.0 Technical Specifications.

PACS Infrastructure consists of:

4.0.1. PACS base

PACS base consists of 60 indoor readers

4.0.2. Option: Increase number of readers to minimum of 64 readers.

4.1 Door Hardware Repair and Replacements.

Strike locks will be fail-secure and have Panic Door Devices/push bars or Panic Exit Device Entry Function Lever.

4.1.1 Door strikes.

Door strikes shall be quickly reversible from fail safe to fail secure.

4.1.2 Emergency Entry Override.

Each facility will maintain at least one key entry override – . Method for override entry must protect against simple force impact or surreptitious entry.

5.0. Maintenance Schedule Quality Assurance Plan

Contractor will propose maintenance schedule. The government will approve the plan.

5.1 Contracting Officer will periodically evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received. COR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from personnel. Contracting Officer may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated COR complaints. Likewise, Contracting Officer may decrease the number of quality control inspections, if performance dictates.

COR or Contracting Officer will also receive and investigate complaints from various customer locations. The contractor shall be responsible for initially validating COR complaints. However, the

Contracting Officer shall provide final resolution of the validity of complaint(s) in cases of disagreement with contractor’s resolution.

5.2 Preventative maintenance and resulting warrantees (included in the Contract and covered by the contractor) will be performed on all systems quarterly. Acceptable quality level is 100%.

5.4 Documented processes performed and any deficiencies found upon completion of maintenance will be submitted within five working days to COR. Acceptable quality level 100%.

5.5 Components found to operate improperly during preventive maintenance will be repaired or replaced by the contractor. Contractor will submit a written estimate to the COR. Acceptable quality level should be 100%.

5.6 A written request for government funding must be approved before contractor initiates matters beyond inclusive contracted actions, warrantees, upgrades. Acceptable quality level should be 100%.

5.7. The maintenance report will include the following minimum information: the date and time of the service call, the location of the access control system , the specific preventative maintenance or repairs performed and the name of the technician performing the repairs. Acceptable quality level should be 100%.

6.0 Protection, Security and Safety Policies

6.1 Access and General Protection/Security Policy and Procedures The contractor shall be responsible for meeting each of the access and general protection security policies and procedures for the Goodfellow Federal Center. COR and security personnel will assist when requested by the servicing company.

6.2 Physical Security

The contractor shall be responsible for safeguarding all: Government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment and materials shall be secured.

6.3 Sensitive Information

The contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and government personnel work products which are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through public literature.

6.4 Disclosure of Information

The contractor may be required to access data and information proprietary to another Government agency, another Government contractor or of such a nature that its dissemination or use other than as specified would be adverse to the Government’s interest. The contractor employees shall not divulge or release data or information developed or obtained under this contract except to authorize Government personnel or upon written approval of the COR. The contractor will not copy or duplicate the information contained in the administrator’s workstation for system management in accordance with the Privacy Act of 1974. Information contained in the system for badge/organizational license production will not be downloaded for any purpose.

Unauthorized disclosure of information contained in the system for access to Goodfellow Federal Center facilities is prohibited, and will require immediate documented reporting upon discovery by the contractor to the COR and security personnel for processing. The contractor shall not use, disclose or reproduce proprietary data that bears a restrictive legend. The contractor shall obtain written permission of the originator prior to releasing any information. Under Title 18, Sections 793 and 798, the contractor and the contractor employees are liable for any improper release of proprietary government information. The contractor shall direct to the COR all inquiries, comments or complaints arising from matters observed, experience or learned as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information.

6.5 Safety

Contractor and associated sub-contractors shall provide a safe and healthful work environment for their employees as prescribed in FAR 52.236-14, 29 CFR Part 1910, pertinent provisions of AR 385-10, the Site Specific Safety Plan in Appendix A, and local regulations, policies, and SOPS.

They shall safeguard public and government personnel, property and equipment, as well as avoid interruption of Government Operations. The Contractor will report accidents or losses to the Contracting Officer as specified in relevant regulations and standards. Whenever the contractor becomes aware of serious or imminent danger to Government, civilian or contractor personnel, the contractor shall take immediate corrective action.

6.5.1 Contractor shall maintain work areas in a neat, clean, and safe condition. The Contractor shall be responsible for providing, installing and the removing any temporary signage, barriers, barricade tape, etc, which may be required to control pedestrian and/or vehicle traffic in the work area.

6.5.2 Contractor shall collect all trash, debris, refuse, garbage, etc., generated and place it in appropriate containers. The aforementioned materials shall be removed from the site by appropriate means daily, unless otherwise approved by the COR. Disposal may be outside the limits of government property.

7.0. Government Furnished Property

No Government Furnished Property.

8.0. Deliverables

Key Deliverables

Item No.

Title Description Frequency Reference Format Due By:

1 Preventative Maintenance

(PM)

PM Written Report

Following PM action.

1.4 Scope Written

Report

Business days following

PM

action.

2 Equipment damage and failures

Written request for replacement equipment by the contractor

Following each item identification and down time.

3.0 Maintenance /

3.1 Failure

Reporting and 5.6

Written Detailed List

Business days following identifica -tion.

3 Maintenance Activity Report

Report of Services, or Justification of Delay

When service repairs required

3.3 and 5.7 Maintenance Activities Reporting

Written Report

Within 24 hours

4 Maintenance Schedule Quality Assurance Plan

Contractor will propose maintenance schedule

Following contracting award, options, or modification to contract

5.0 Maintenance Schedule Quality Assurance Plan

Written Report

5 Days after contract award, options and mods.

9.0 Invoice Submission and Content

The Contractor may invoice on a monthly basis. The invoice shall include the period of performance covered by the invoice and the level of effort for each task performed. All hours and costs shall be reported by Contractor employee, and shall be provided for the current billing month and in total from project inception to date. The contractor shall provide the invoice data in spreadsheet form with the following detailed information (The listing shall include separate columns and totals for the current invoice period and project to date.

Vendor name, address, and point of contact GSA Schedule Contract Number Task Order Number Invoice Number Employee name (current and past employees) Employee company labor category Employee labor category PM and Maintenance Services performed.

Banking information

Invoices shall be sent to the following:

Michael J. Florczyk Physical Security Specialist Security and Emergency Management Division Enterprise Office Rural Development Business Center United States Department of Agriculture 4300 Goodfellow Boulevard | Building 105-E St. Louis,| MO 63120 Phone: 314.457.5698 Cell: 314.224.9867