36C10E20Q0117-001.pdf

Department of Veterans Affairs Jackson Regional Office

STATEMENT OF WORK (SOW)

PARKING GARAGE BARRIER GATE OPERATOR REPLACEMENTS

1. General Information

1.1 Background: The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA) Jackson Regional Office (RO) has requirements for the replacement of five (5) existing barrier gate operators with voice intercom communication/activation controls that tie into the existing parking counter system. The RO would also like to incorporate an RFID or an extended proximity reader that can utilize a sticker/sensor on the employees’ vehicle that would raise and lower the gate with the authentication of the sticker on the vehicle.

1.2 Scope of work: The Contractor shall perform the following work:

1.2.1 The Contractor shall remove and properly dispose of the five (5) existing Door King Model #1601- 081 barrier gate operators.

1.2.2 The Contractor shall provide and install five (5) replacement barrier gate operators with equipment equal or greater to the same quality as the operator’s currently in use.

1.2.3 The Contractor is to provide and install a replacement for the current Airphone LEF-5 intercom voice communication system that provides security personnel located at the 1st Floor Security Desk with the ability to talk to employees at the barrier gate operators and remotely open both the East and West entry gates with the hold open option. The current intercom system does not have connectivity with the West entrance gate due to a break in the line.

1.2.4 The Contractor is to replace all wiring from the barrier gate operators loop detectors and those wires running to the voice intercom system located on the 1st Floor of the Regional Office and the Red Storm Parking Counter System located on the 3rd Floor of the Regional Office.

1.2.5 The contractor will provide and install a complete turn key RFID system for parking garage gates.

This would be used as primary access into the parking garage for all VA employees. The access control card reader will be kept and used as a backup for access into the garage. Contractor will provide stickers/sensors for up to 1000 automobiles, along with any software, computer hardware, servers, switches, routers needed to for a complete functional system. A single extended Proximity reader would be acceptable to be used if it can read both VA PIV badges and be able to read sticker on vehicle to open gates. It is expected the new access control system will be a Software House CCURE9000. New RFID system must interact and be tracked by access control system.

1.2.6 The Contractor is to provide all equipment, operating parts, labor, transportation and supplies required to accomplish installing, inspecting, adjusting, and calibrating the new devices at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

1.3 Period of Performance: The installation shall commence after the delivery of all equipment. Delivery of the equipment shall be within 45 days after award. The offeror shall complete installation in maximum 15 days, all installation work to be performed after normal working hours preferably on

Saturday, all shipping and handling charges shall be paid by the offeror. Responsibility and liability for loss or damage shall remain with offeror until final inspection and acceptance by VBA.

1.4 Place of Performance: Veterans Benefits Administration, Jackson Regional Office 1600 E. Woodrow Wilson Ave., Jackson, MS 39216.

1.5 VBA Regional Office’s Hours of Operation: The Jackson Regional Office’s normal duty hours are:

6:00 am to 6:00 pm, Monday through Friday, excluding Federal holidays. "Business hours" are those hours on each official Federal workday during which the building occupants and/or the public will be in the building and are 8:00am to 4:30pm. The Contractor shall perform all services after normal duty hours except for federal holidays observed by Department of Veterans Affairs.

1.6 References/Applicable Rules, Policies, Regulations:

1.6.1 Underwriter Laboratories, Inc. (UL) 325 standard for safety in the automatic operation of vehicular gates, ASTM F2200, Standard Specifications for Automated Vehicular Gate Construction.

1.6.2 Service Contract Labor Standards (MAY 2014): Wage Determination No.: 2015-5153, Revision No.: 7, Date of Revision 12/26/2018, Hourly Rate / Class of Employee $22.67 / 23160 - Electrician, Maintenance, Fringe Benefits: $4.48 per hour.

1.7 Safety Requirements: While in performance of the resultant contract, the Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.

1.8 Security Requirements: Contractor personnel will be required to contact the government designated point of contact within 48 hours prior to arrival when reporting for removal/installation, service calls or delivering supplies. Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by VBA officials, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Services will not require connection to the VA network. The Certification and Accreditation of network/application (C&A) requirements do not apply and a Security Accreditation Package is not required.

1.8.1 The Contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

1.8.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

1.8.3 See attached VA Handbook 6500.6, Contract Security Appendix C.

1.8.4 No background investigation is required.

1.9 Non-Personal Services: These services are non-personal. Contractor personnel are not subject to the supervision and control of a Government officer or employee in accordance with (IAW) Federal Acquisition Regulation (FAR) 37.104(a) (1) (ii). Rather, contractor personnel perform their duties IAW specific tasks outlined in the SOW. Supervisory functions such as hiring, directing, counseling, and firing of contractor personnel are not performed by the Government. The contractor personnel who furnish services under this contract are subject to Government technical oversight of the services provided. The Government retains the right to reject services and or fees for contractual nonperformance.

1.10 Invoices: Contractor shall email the completed invoice after all work has been completed all work has been certified as being completed by the COR. The invoice is to be mailed to the Contracting Officer and the COR in arrears to the email address listed on page one (1) block 18a of the contract that includes the following information: Contract and obligation numbers; Company name, address and phone number, and invoice number, invoice date, a description of services referencing the appropriate Contract Line Item Number (CLIN), and the date of project completion.

2. Definition and Acronyms: N/A

3. Government-Furnished Items and Services.

The following table includes the model, serial number, description and manufacturer of the five existing barrier arm operators and voice intercom station to be replaced:

-Note: The Parking Counter will need to be relocated from the 3rd Floor to the 1st Floor of the Regional Office and is to be used with the new operators.

4. Contractor-Furnished Items and Services: Performance Outcome – Objective.

The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to make minor repairs and adjustments to the barrier gate operator controls during the warranty period of the devices.

4.1 Specific Contractor Tasks:

4.1.1 Contractor shall provide emergency services under terms of the warranty within two (2) hours of the initial call at no additional costs during the warranty period. Emergency calls are limited to safety hazards, security of the facility, or trapped employee/government vehicles.

Model # Serial # Description Manufacturer

1 1601-081 06-07-30 West Side Entrance DKS Door King 2 1601-081 06-07-33 West Side Exit DKS Door King 3 1601-081 06-07-34 West Side Exit DKS Door King 4 1601-081 06-07-29 East Side Entrance DKS Door King 5 1601-081 06-07-31 East Side Exit DKS Door King 6 LEF-5 N/A Voice Intercom Station Airphone 7 Red Storm 1-0 072908 Parking Counter Red Storm

4.1.2 Contractor shall maintain a neat and orderly workplace. Removal of trash and any unneeded materials is the contractor's responsibility and must not interfere with access into and out of the parking garage. Contractor will not use the facility dumpster for any reason.

4.1.3 The Contractor shall warrant all parts, materials, equipment and labor to install said parts, materials and equipment under this contract. This warranty shall be for a period of one (1) calendar year beginning upon the date said parts, materials and equipment were installed. The warranty shall be unconditional, and the Contractor shall furnish all labor and materials required to repair or replace defective or failed portions of the contract work. Any warranty repairs shall be mobilized and on-site within a maximum of the times specified herein above after notification by the VA designated employee of a barrier gate operator service problem. The Contractor shall furnish the VA designated employee and the Contracting Officer the manufacturer's certificate of this warranty stating the beginning and ending dates of the period of coverage. Also, guarantee that each piece of apparatus shall have a capacity or performance of not less than that specified when the apparatus is operating under specified design conditions.

4.1.4 The Contractor shall dispose of all used, broken or otherwise expended equipment, parts, lubricants and fluids in accordance with all federal, state and local codes, ordinances and authorities having jurisdiction. In the case of any materials of a toxic, hazardous or environmentally unfriendly nature, the Contractor shall keep a written record of its disposition.

4.1.5 The Contractor shall maintain a complete, orderly and chronological file including parts lists, specifications and copies of all reports as required by these specifications. A record of all callbacks and repairs during the warranty period shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. This file shall be available for inspection, and a copy shall be forwarded to the VA designated employee once annually and immediately upon request.

4.1.6 A copy of each service ticket completed on-site shall be left at the site with the VA designated employee. The contractor’s service ticket shall include as a minimum the following entries: nature of site visit: routine, initial call, callback, failure, etc.; time on-site; name(s) of mechanic(s); condition of barrier gate operator/voice communication/parking counter as found: running, failed, condition of controller:

tuned off, tripped, diagnostic code; parts replaced: furnish detail, numbers; reason for failure or replacement; list all deficiencies found; remarks.

4.1.7 In the event of a maintenance issue which may not constitute an emergency, the Contractor shall be on site to perform “on-call” repair service within 24 hours of notification as provided by the VA designated employee. The Contractor shall perform services between the hours of 6:00 am to 5 :00 pm.

Any consideration to work outside the above-mentioned hours must be requested 48 hours in advance and be coordinated with the VA designated employee. If the barrier gate operator must be taken out of service for regular maintenance, the VA designated employee shall be notified in advance a minimum of 24 hours. The VA reserves the right to delay an outage for 24 hours, provided that no damage will result from the delay.

4.1.8 Parts/Supplies Availability: During the warranty period, the contractor shall have an inventory of parts and supplies in quantities enough to effectively provide service and repair. The contractor shall have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be enough to service the system in accordance with the maintenance response times. The contractor shall use only new parts supplied by the manufacturer.

4.1.9 Quality Control Program: The Contractor shall maintain and follow its own established Quality Assurance and Surveillance Plan (QASP). The Government shall monitor the Contractor’s performance under this contract utilizing customer complaints and re-performance of requirements at no cost to the government. The Contractor is responsible for complying with all appropriate regulations and guidelines of OSHA and any other pertinent federal, state and local laws. The contractor shall obtain and maintain all necessary licenses, permits, insurance and applicable health and safety program.

4.1.10 Personnel Qualifications: The contractor shall be required to provide fully manufacturer qualified and trained or certified service and management personnel in enough numbers to actively and efficiently service and support the contracted services. The Contractor must maintain a suitably staffed and equipped service organization and must regularly offer maintenance services for barrier gate operators. At the request of the Government, the Contractor shall demonstrate to the satisfaction of the Government that the Contractor is a manufacturer authorized services provider and can purchase repair parts directly from the manufacturer.

5. Government Point of Contact:

Eural Bennet, Contracting Officer: eural.bennett1@va.gov, James C. Gardner, COR:

James.Gardner@va.gov

6. Changes to the Statement of Work (SOW):

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

VA Information and Information System Security/Privacy Requirements

All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. §552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in our shred policy VBA Directive 6300, dated September 1, 2017, VA Directive 6500, Information Security Program http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place.

VA Directive 6300, 2 (r)

The laws, regulations, and policies that apply to records and information maintained and used by VA also apply to VA records and information maintained and used on VA’s behalf by VA contractors. All records created by VA contractors shall remain the property of the VA unless otherwise expressly agreed and cannot be used except as explicitly authorized in writing by the VA.

National Archives Records Administration (NARA)

Records Management language for federal contracts https://www.archives.gov/records-mgmt/handbook/records-mgmt-language https://www.ecfr.gov https://www.justice.gov/opcl/privacy-act-1974 https://www.law.cornell.edu/uscode/text/44/3301 http://www1.va.gov/vapubs http://www1.va.gov/vapubs https://www.va.gov/vapubs/search_action.cfm?dType=1 https://www.va.gov/vapubs/search_action.cfm?dType=1 https://www.archives.gov/records-mgmt/handbook/records-mgmt-language https://www.archives.gov/records-mgmt/handbook/records-mgmt-language https://www.ecfr.gov/ https://www.ecfr.gov/ https://www.justice.gov/opcl/privacy-act-1974 https://www.justice.gov/opcl/privacy-act-1974 https://www.law.cornell.edu/uscode/text/44/3301 https://www.law.cornell.edu/uscode/text/44/3301

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

"Federal record" as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. Includes Agency (VA) records

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their Agency contract.

4. May include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the VA. The VA must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

8. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.