36C10E21Q0140_1.docx

SUBJECT*

PHYSICAL ACCESS CONTROL SYSTEM AND INTEGRATED SECURITY CAMERA SYSTEM

GENERAL INFORMATION

SET-ASIDE

Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington DC 20006

POINT OF CONTACT*

Contracting Officer Gregory Stevens gregory.stevens@va.gov 313-354-2194

PLACE OF PERFORMANCE

Veterans Benefits Administration

Chicago Regional Office

2122 W. Taylor St.

Chicago IL

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

COMBINED SYNOPSIS SOLICITATION NOTICE

i. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm‐fixed‐price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier’s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer.

ii. 36C10E20Q0004 the Combined Synopsis Solicitation is issued as a request for quotation (RFQ).

iii. The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2021-05.

iv. The combined synopsis/solicitation is being issued under full and open competition. The applicable NAICS Code for this solicitation is 334290 Alarm Systems and Equipment Manufacturing and the Small Business Size limitation is 750 employees.

v. The contractor will provide, install and connect a fully integrated Physical Access Control System and security camera system to the Chicago Regional Office of the Veterans Benefits Administration.

CLIN 0001

1.00 EA __________________

The contractor will provide, install and connect a fully integrated Physical Access Control System and security camera system to the Chicago Regional Office of the Veterans Benefits Administration.

Contract Period: Base POP Begin: 09-15-2021 POP End: 1-14-2022 PRINCIPAL NAICS CODE: 334290 – Alarm Systems and Equipment Manufacturing PRODUCT/SERVICE CODE: 6350 - Miscellaneous Alarm, Signal, and Security Detection Systems

Total Price _________________________

vi. Description of Requirement

SEE THE FOLLOWING ATTACHMENTS:

STATEMENT OF WORK

DRAWINGS/SITE PLANS (you must email gregory.stevens@va.gov to request copies)

VA HANDBOOK 6500.6, APPENDIX C

QUALITY ASSURANCE SURVEILLANCE PLAN

PACS SALIENT CHARACTERISTICS SELF-COMPLIANCE CHECKLIST

INSTRUCTIONS FOR SUBMISSION OF QUOTE

vii. Period of Performance: Base period from 09-15-2021 to 01-14-2022

FOB Destination Point: 2212 W. Taylor St., Chicago, IL. 60612

viii. FAR 52.212-1, Instructions to Offerors – Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda:

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020) 52.204-7 System for Award Management (OCT 2018)

(End of Addendum to 52.212-1)

Questions: Questions about this RFQ shall be submitted via electronic mail to the Contract Specialist Gregory Stevens at gregory.stevens@va.gov There is no deadline for the submission of questions however interested quoters are highly encouraged to submit questions as soon as possible. The Government will attempt to answer all questions received prior to the due date and time for the submission of quotes. Responses to questions will be provided as amendment to the RFQ that will be made available to all potential quoters via posting at the Contract Opportunities Section of SAM.gov, under RFQ number 36C10E21Q0140.

SAM Registration: Quoters must be registered in the Systems for Award Management (SAM), and have an active registration at the time quotes are submitted. No contract will be entered into with an unregistered contractor. Internet access allows you to register by completing an electronic on-line registration application at https://www.sam.gov/portal/public/SAM/. On-line Representations and Certifications (ORCA) may also be filled out at this website.

Quote Preparation Instructions:

Specific Instructions:

Quotes shall be submitted electronically to gregory.stevens@va.gov. The email subject line must contain the following: “Quote in Response to 36C10E21Q0140”. Responses are due no later than August 27, 2021 @ 3:00 PM. (EDT). The maximum size of each email cannot exceed 5 MB. Note that emails that containing compressed files such as Zip files will be rejected by the government server. Only written quotes will be accepted and must be received and identified by solicitation #36C10E21Q0140. Quoters bear the burden of ensuring that quotes are emailed on time. The quotes must include company name, address, DUNS Number, tax identification number (TIN), and point of contact with phone number, and e-mail address.

All quotes shall be legible and prepared in the format referenced below.

Part I - Executed Request for Quote and Price: The quoter is required to quote a fully burdened fixed price for the CLIN structure as shown in the above section v. Insert the quoted unit and extended prices in Contract Line Item Number (CLIN) 0001. All prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458. Quoters shall acknowledge all amendments issued.

Part II - Technical Capability Factor: To demonstrate Technical Capability your quote must include the information listed in the attachment INSTRUCTIONS FOR SUBMISSION OF QUOTE.

Part III - Past Performance Factor: Your firm’s past performance shall be evaluated as stated in the attachment INSTRUCTIONS FOR SUBMISSION OF QUOTE.

ADDITIONAL INFORMATION:

Any quote submitted to the Contracting Officer after the due date and time shall be considered nonresponsive to and rejected.

It is the quoter’s responsibility to ensure that their quote is submitted in its entirety. Partial quotes shall be considered non-responsive and shall be rejected.

The quoter shall clearly separate each Evaluation Factor submitted within their quote.

Quoters shall address each evaluation factor in detail (see attachment titled INSTRUCTIONS FOR SUBMISSION OF QUOTE). The quoter shall include all supporting details necessary for the Government to determine the quoter’s technical qualifications and ability to perform and provide the required services and supplies, as well as the adequacy and advantages of the quote.

The quoter shall not submit the company’s general marketing literature or brochures. Such materials are not considered responsive to the specific evaluation criteria and shall not be evaluated.

The quoter’s technical and experience section shall not exceed ten (10) total pages in length.

The quotes shall be evaluated strictly in accordance with their written content. The Government reserves the right to award without discussions based upon the initial evaluation of quotes.

Quotes which merely restate the requirement or state that the requirement shall be met, without providing supporting rationale, are not sufficient to meet minimum requirements.

Failure to provide any of the above information or providing inadequate or unclear information will result in the quote being rated unsatisfactory and ineligible for award.

(End of Addendum to 52.212-1)

ix. Quotes will be evaluated as follows:

BASIS FOR AWARD: This requirement will be competed and awarded under Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures. The contracting techniques associated with FAR Part 15 do not apply. Following receipt of quotes, the government will perform an evaluation using a comparative analysis of the quotes, in an impartial manner. The government intends to compare what has been quoted to one another to select the quote(s) that is best suited to fulfill the requirement. The evaluation factors outlined in this request for quote will determine suitability. Technical capability and past performance when combined are more important than price.

The Government will award a contract resulting from this solicitation to the responsive, responsible quoter in accordance with FAR 9.104-1 and whose quote conforms to the solicitation, and provides the best value to the Government, price and other non-price factors considered. Since award may be made to the quoter with other than the lowest price, price is not necessarily the determining factor.

The following factors shall be used to evaluate quotes:

EVALUATION FACTOR 1: TECHNICAL CAPABILITY - The technical capability rating reflects the degree to which the proposed approach has demonstrated the ability to provide, design and install a Physical Access Control System and Integrated Security Camera System as required by the Statement of Work. The technical evaluation rating will be determined by evaluating the information quoters must provide as listed in the INSTRUCTIONS FOR SUBMISSION OF QUOTE.

EVALUATION FACTOR 2: PAST PERFORMANCE- see the attachment INSTRUCTIONS FOR SUBMISSION OF QUOTE for a description of the past performance references quoters must provide.

EVALUATION FACTOR 3: PRICE- The Quoter is required to quote a fully burdened fixed price for the CLIN structure as shown in Section v. Insert the quoted unit and extended price in Contract Line Item Number (CLIN) 0001. All unit prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458.

The Government shall evaluate price to determine whether or not it is considered fair and reasonable in accordance with FAR Part 13.106-3.

x. FAR 52.212-3, Offeror Representations and Certifications – Commercial Items applies to this solicitation. The offeror must have completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications—Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________.

xi. FAR 52.212-4, Contract Terms and Conditions – Commercial Items applies to this solicitation. The following FAR and VAAR provisions and clauses are added as addenda:

xii. 52.212-5, Terms and Conditions Required to Implement Executive Orders – Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation:

Paragraph “b” applicable clauses:

(1) 52.203–6 Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

(4) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)

(27) 52.222-3 Convict Labor (June 2003)

(37) 52.223-12 Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (JUN 2016)

Paragraph “c” applicable clauses:

(1) 52.222-41 Service Contract Labor Standards (AUG 2018)

(2) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332. This Statement is for Information Only: It is not a Wage Determination.

(4) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (MAY 2014)

(7) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020)

(8) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

Wage Determination 2015-5017 (Rev.16), dated 12/21/2020, is hereby incorporated by reference and made part of this solicitation. This wage determination is for services performed at the Chicago, IL. location. The applicable wage determination can be found at SAM.gov

xiii. N/A

xiv. N/A

xv. Quotes are due no later than August 27, 2021 by 3:00 PM EDT

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

xvi. For additional information, please contact the Contracting Officer, Gregory Stevens at (313) 354-2194 or by e-mail at gregory.stevens@va.gov

Combined Synopsis/Solicitation Notice

Statement of Work

The Department of Veterans Affairs, Veterans Benefits Administration (VBA), Chicago Regional Office, 2122 W. Taylor St., Chicago, IL. 60612, has a requirement for a contractor to provide and install a stand-alone Physical Access Control System (PACS) on a closed network utilizing three (3) managed switches. The contractor will provide all labor, equipment, materials, software, documentation, and other items and services that are required to replace the PACS at the Chicago Regional Office. The contractor will acquire, schedule, manage, and supervise all resources to perform these tasks and will coordinate all activities with the Contracting Officer and their designated VA point of contact, and Contracting Officer’s Representative (COR) for this project. The government requires removal of all existing PACS and security camera equipment, including all wiring, and replacement with a new fully integrated Physical Access Control System and security camera system to function on a single platform. The contractor will provide all new card readers, door devices, cameras servers and software. And the contractor will be required to run all new cabling and demo the existing cabling. The government’s requirement is for all new cabling to be run though the existing conduit. New conduit shall only be run to locations that equipment is required but does not currently exist.

In addition to providing, installing, and connecting a fully integrated PACS and Security Camera System, the contractor will provide one year of full service coverage on said system.

1. INTRODUCTION

BACKGROUND

Homeland Security Presidential Directive 12 (HSPD-12) requires federal agencies to issue secure and reliable identification to all employees and contractors. Federal Information Processing Standards (FIPS) Publication 201-1 Personal Identify Verification (PIV) of Federal Employees and Contractors, issued by the National Institute of Standards and Technology (NIST), establishes the technical specifications for the smart cards that respond to this requirement.

HSPD-12 requires Federal agencies to provide a common identity (ID) credential system for all federal employees and contractors. PIV badges are electronically verifiable and protected by digital certificates, biometric data, and a Personal Identification Number (PIN) code. These credentials are issued, tracked, and revoked from a central management system and require applicant background checks. The contractor will provide PIV class card readers that work with our existing PIV cards and PIV program and ensure the capability to add personnel to the system after it is online. Additionally, the PIV class card readers must function with V8.1 PIV cards = ID-One PIV 2.4 (P/N 1501381) from IDEMIA.

On February 3, 2011, the Office of Management and Budget (OMB) released Memorandum 11-11, Continued Identification of HSPD 12 that requires all federal agency systems be enabled to use PIV credentials in accordance with NIST guidelines. OMB directs agencies to use PIV badges in daily operations and integrate centrally managed PIV badge systems with PACS. PACS readers must, at a minimum, extract unique token identifier information from the PIV badge and, by FY 2022, existing federal physical and logical access control systems must be upgraded to use PIV credentials.

In accordance with VA Directive 0730 (12 December 2012) the Chicago Veterans Administration Regional Office (VARO) is responsible for protecting the lives and property within VA’s jurisdiction which includes the safety and security of its employees and visitors as well as the security and access to the facility, equipment, supplies, and personal service records within the Chicago VARO. Chicago VARO therefore has a requirement for a PACS.

The PACS will encompass an electronic employee identification system that will assign identity, monitor, and grant or restrict access to all offices and parking throughout the VARO facility by use of a PIV badge that will open approved exterior building doors and approved office doors. The contractor will also provide, install, and connect a new security camera system meeting all requirements stated herein with seamless integration with the PACS.

OBJECTIVE

The objective of this Statement of Work is to specify the tasks the contractor is required to accomplish to replace the PACS at the Chicago VARO to bring the Chicago VARO into compliance with the aforementioned guidelines and regulations.

The contractor will identify the equipment, software, surveillance security cameras, camera software, and data deliverables that are required to deliver and install a Physical Access Control System and Security Camera System meeting all requirements stated herein.

Currently the Chicago VARO’s PACS’s ethernet devices are physically connected to the VA network and logically separated by a virtual local area network (VLAN) (designated as VLAN 40 for the Chicago Regional Office). This has enabled circumvention of secure baseline configurations and has made all the current PACS devices susceptible to vulnerability attacks. Having the PACS on the VLAN network does not meet VA security requirements and hampers necessary mitigations of security risks to the Chicago VARO Network.

The contractor will alleviate this issue by ensuring the Physical Access Control System provided, installed, and connected by the contractor is implemented and configured on its own closed network utilizing three (3) managed switches. The contractor will ensure the new PACS is a standalone system. The contractor will acquire three (3) separate switches for installation into the third, second and first floor Intermediate Distribution Frame (IDF) closets. The closet network switches are to be interconnected via Small Form-Factor Pluggable (SFP) (mini-GBIC) transceiver modules – GigE fiber optic connectors to connect the switches between the closets. The VA is requiring a FICAM-compliant system.

SCOPE

1.1 Applicable Documents

The following documents apply to this Statement of Work:

· FIPS 201-1 - Personal Identity Verification (PIV) of Federal Employees and Contractors

· SP 800-73 - Interfaces for Personal Identify Verification

· SP 800-116 – A Recommendation for the Use of PIV Credentials in Physical Access Control Systems (PACS)

· VA Physical Access Control Systems (PACS) Requirements VA Master Construction Specifications

· 01 00 00 General Requirements

· 28 05 00 Common Work Results for Electronic Safety and Security

· 28 05 13 Conductors and Cables for Electronic Safety and Security

· 28 08 00 Commissioning of Electronic Safety and Security

· 28 13 00 Physical Access Control System (PACS)

· 28 13 16 Physical Access Control System and Database Management

Note: Contractor will ensure all work complies with VA departmental construction standards as well as applicable manufacturer's installation and user manuals.

1.1.1 Site Validation

The current PACS consists of the following components/peripherals which the contractor will ensure are included in the new PACS:

1. up to 45 door readers

2. up to 10 number touch pads

3. one Video/doorbell phone

4. up to 45 security cameras

These are approximate counts. List of equipment to add:

Door Readers:

Exterior patio door Exterior west double door Interior new VRE door Interior door room 147

Cameras:

3rd floor front stairwell 2nd floor front stairwell 1st floor front stairwell VRE hallway IDF room 125

Included in the components/peripherals count above, there are five (5) new PACS door readers to be installed with three (3) being on the exterior of the building. There are six (6) new cameras to be installed and two (2) cameras to be relocated within 30 feet of the existing camera. The contractor will also provide and install a Video Intercom System in the Director’s Office suite.

In addition to the list above, the contractor will ensure the new PACS includes four (4) hand wave door openers to be installed where directed by the Government.

The contractor will conduct a site viability validation in order to confirm the actual numbers and types of readers (contactless, contactless plus keypad, etc.), server, surveillance security cameras, network video recorder (NVR), server software and system boards called for in the System Detail Document as well as the reader mounts (mullion, gang box, outdoor, etc.) and their locations. One (1) day is allotted for site validation assessments at facilities with a total reader population of 110 or less and two (2) days for facilities with more than 110 readers.

The site validation assessment will also cover the working rules, site access, Equipment staging, special access area requirements, and other facility specific conditions under which the removal and replacement of readers, server, server software, system boards, security cameras and NVR will be performed. A planned date for commencement of necessary PACS system component change outs will also be established with the facility during the visit.

The contractor will provide a written report of the results of the site validation to include:

(1) Listing of readers, server, server software and system boards by location, type, and form factor.

(2) Date of site validation and planned date for start of work.

(3) Details of additional readers, server, NVR, server software and system boards and/or systems discovered by location, type, and form factor; and

(4) Initial schedule for execution readers, server, server software and system boards change out work.

(5) Listing of surveillance security cameras, camera software and NVR.

Within 10 days of the site validation, reports will be submitted electronically to the Contracting Officer, with copies to the facility point of contact (POC) and Contracting Officer’s Representative (COR), and will be included in the Post Change Out Report.

1.1.2 System Preparation

The contractor will assist the facility in configuring the appropriate settings in the PACS for the VA PIV card. The contractor will, to the extent feasible, work in cooperation with any third-party contractor the facility may have providing maintenance and support services for the system.

The facility will be responsible for entering cardholder and PIV data into the PACS.

1.1.3 Readers, server, server software and system boards Change Out

If the reader count is within 20% of the total provided in the system detail document, the contractor will proceed with change out on the date agreed to with the facility unless otherwise directed by the COR. Any direction to delay the start of change out will be given by the COR no less than 5 working days prior to the planned start date. In cases where reader counts exceed the 20% threshold, work will not commence until directed by the COR.

The first reader replaced will be used as a check point to verify system preparation has been performed successfully and the PIV card profile entered into the PACS back end operates correctly at the access control point. Proper configuration will be confirmed prior to continuing with reader change out.

All readers, server, server software and system boards, devices, wiring, and components removed by the contractor will be delivered to the VARO or disposed of as directed by the COR. The contractor will be required to provide a new PACS server. The contractor will be able to install equipment in existing and available VA racks. If additional racks are needed, the contractor will provide. The contractor will be responsible for removing all of the old equipment. All hard drives and storage media will be given to VA OI&T for sanitization.

1.1.4 Post Installation Testing

Readers, server, server software, surveillance cameras and system boards will be tested for proper operation in accordance with manufacturer’s procedures in all modes required for their specific locations to verify installation and connectivity.

Post installation testing at access control points where reader to controller operation failed prior to change out will be the responsibility of the facility.

1.1.5 Remediation of Discovered Readers and/or PACS System Components: Post Change Out Report Contractor will prepare and submit a report that details readers, server, server software and system boards removed and replaced, test results for each reader, server, server software and system boards, and configuration changes made in the PACS for the VA PIV card. The report will include systems and their associated readers, server, server software and system boards that are not on the facility detail document discovered during site validation which were remediated at the option of the COR. All system preparation, change out, and post installation test procedures and requirements detailed in 1.1.2 – 1.1.4 will apply. Readers exceeding the 20% limit of the detail document quantity may be changed out at the option of the COR. All change out and post installation test procedures and requirements detailed in 1.1.3 and 1.1.4 will apply. Note: Costed on a per reader basis; exercised on a system basis by the COR.

1.1.6 Deliverables

Section 6 identifies deliverables for this task.

1.1.7 Quick Issue Response

During the 30 days immediately following the installation, testing, and acceptance of PIV-compliant card readers, server, server software, system boards and surveillance cameras any operational issues directly or consequentially arising from such installation will be remediated by the contractor as follows: (1) issue identification, (2) diagnostic procedures, (3) resolution recommendation, (4) COR approval, (5) issue correction, and (6) acceptance by facility.

1.1.8 Document Installed PACS and Related Systems

The contractor will:

(1) Identify all existing PACS components (readers, server, server software and system boards, surveillance security cameras, NVR) to ensure the system replacement activity adequately addresses all access control equipment that requires replacement to meet HSPD-12 requirements. The required Intrusion Detection System / Video Surveillance System will not be separate from the HSPD-1 compliant PACS.

(2) Identify all equipment, systems, and software connected to the existing PACS to ensure that related equipment such as intrusion detection, video, visitor management, and other systems are also replaced.

(3) Ensure that external interfaces to closed circuit television, intrusion detection, life safety (i.e. fire alarm), personnel, and other systems remain operational during and after the access control and related systems replacement.

(4) Identify existing primary and redundant power, communications, and other infrastructure that may be affected by the PACS replacement.

(5) Identify the equipment, power supplies, enclosures, cabling, and miscellaneous components the contractor proposes to retain and re-use for the new system and report same to COR for review and approval prior to beginning work; and

(6) Identify the equipment, cabling, and miscellaneous components the contractor will remove for disposal once the replaced system is installed, accepted, and operational.

The contractor will inspect the Chicago VARO and document the currently installed access control system to the extent necessary to achieve these objectives and as specified in the following paragraphs.

1.1.9 Installed Equipment List

The contractor will identify all equipment that is currently installed as part of the existing access control system. This will include at a minimum:

(1) Servers, together with operating systems and applications software used on these servers.

(2) Two (2) workstations, including operating systems and applications software, that are used to configure, operate, or monitor the existing PACS.

(3) Other computers, including operating systems and applications software, that are used to connect the PACS with external systems.

(4) Distributed control panels, including operating systems and applications software/firmware.

(5) Door interface/card reader electronics, anti-pass back devices.

(6) Card readers.

(7) Sensors and actuators that are monitored or operated by the PACS.

(8) Interconnecting communications devices, including network switches, modems, dedicated or leased telephone lines, etc.

(9) Interconnecting Ethernet & Fiber Optic cables.

(10) Interfaces to external systems.

(11) Primary power connections and uninterruptible power systems.

(12) Network Video Recorder (NVR).

(13) Surveillance Security Cameras.

(14) Any other equipment that is required to operate, or is operated by, the PACS.

The contractor will produce block diagrams that identify each of these components and their typical interconnections and document each component (type, manufacturer, and revision level, location, condition) in a tabular form that is readily tracked to the block diagrams. The intent of this documentation is not to provide detailed engineering drawings but rather to ensure all components have been identified to a level adequate to ensure they are appropriately addressed during the replacement/upgrade project. The contractor will deliver a completed copy of this list to the COR within 30 days of award.

1.1.10 Missing or Inoperative Door Equipment

The contractor will specifically identify hardware of this (or similar) type that is missing, inoperative, or installed in violation of local life/safety and/or building codes, and its location. The contractor will replace such missing or inoperative equipment with new equipment that is equivalent in form, fit, and function to other similar equipment in the facility; compatible with the replacement or upgraded PACS; and meets all local building codes, electrical codes, and life/safety requirements. The contractor will utilize existing functional electric door hardware.

1.1.11 Related Equipment Interfaces

The contractor will identify systems, if any, with which the installed access control system is connected. Such systems might include closed circuit television systems, visitor management systems, fire alarm systems, or intrusion detection systems. The contractor will identify the manufacturer and model number of each system and identify the specific interfaces with the existing access control system. The contractor will determine the specific approach for maintaining the functionality and performance of each of these interfaces during and after the installation of the replacement PACS.

1.1.12 Data Communications Infrastructure

The contractor will identify the existing data communications interconnections between major equipment components. Major equipment components include servers, workstations, field panels or distributed controllers, door controllers, programmable logic controllers or interconnect points, card readers, and any other components that will be affected by the system replacement. Types of connections include, but are not limited to, twisted pair Ethernet, fiber optic Ethernet, coax Ethernet; RS-232, RS-422 and RS-485 serial, Weigand, and clock/data serial. The contractor will identify whether these connections are routed through dedicated or shared conduits, are (or should be) plenum rated, and other pertinent installation information. Where conduit is missing or inadequate, new raceways will be installed in accordance with Master Construction Specification 28 05 28.

1.1.13 Power and Support

VA envisions the re-use of existing PACS power and battery infrastructure as well as associated PACS and power equipment enclosures. The contractor will identify the source, capacity, distribution, and condition of primary and backup power to each of the existing system components as well as all PACS enclosures, security containers, and associated hardware and report their findings to the COR within 30 days of award.

1.1.14 Deliverables

Section 6 identifies deliverables for this task.

1.1.15 Design Proposal for System Replacement

The contractor will prepare and submit within 30 days of award a detailed design for system replacement. This design will include provisions for coordinating the installation of the PACS in a manner that minimizes disruption of facility operation while maintaining an acceptable level of security.

1.1.16 Use of Approved Products

The contractor will use equipment and software on the GSA Approved Products List (https://www.idmanagement.gov/approved-products-list-pacs-products/) , as applicable to the specific PACS manufacturer. Manufacturer Qualifications: Provide products from manufacturer(s) with a minimum of 5 years in manufacturing access control and building automation products specified in this section.

1.1.17 System Functionality and Performance Requirements

The GSA Approved Products List identifies commercially available PACS and related devices that are certified by their manufacturers to meet FIPS 201-1 requirements. The contractor will be responsible for ensuring the upgraded/replacement system is selected from the Approved Products List, is designed and configured in such a manner to meet manufacturer specifications and FIPS 201-1 requirements, and is acquired, installed, and configured to meet, at a minimum, the requirements identified in the VA Physical Access Control Requirements document and VA Master Construction Specifications Division 28 Electronic Safety and Security.

(a) Functionality. The upgraded/replacement system will support all functions provided by the existing access control system except where specifically approved by VA. The contractor will specifically identify any features supported by the currently installed systems that will not be adequately addressed by the proposed design and will identify alternatives for addressing those features. Examples of such functions might include automatic data transfer to data warehouses, automatic transfer of employee data and photographs to other systems, or external interfaces with visitor pre-registration and management systems. The intent of this requirement is to ensure the Chicago VARO maintains the operational functionality provided by their existing PACS upon completion of the PACS replacement, upgrade, or modification work performed under this Statement of Work.

(b) Performance. The upgraded/replacement system will provide performance that is, at a minimum, equivalent to the existing system or that is specified in the VA Physical Access Control Requirements document and VA Master Construction Specifications Division 28 Electronic Safety and Security, tailored to the Chicago VARO, whichever is greater. Performance specifications include (i) number of cardholders supported, (ii) number of secured areas supported, (iii) number of readers supported, (iv) card holder throughput rate, (v) amount of history data retained, (vi) length of battery operation, and (vii) reliability, operational availability, and maintainability characteristics, (viii) data interchange rates and responsiveness with external systems including the Identity Management System (IDMS) and/or PIV Issuance System.

(c) System Scope. The replacement system will provide access control functionality at every door, turnstile, vehicle gate, or other controlled entry/exit portal that is controlled by the existing access control system except where specifically excluded by VA. In addition, the system will provide intrusion detection monitoring that is equivalent to the existing installed system. VA may identify additional access control requirements and/or intrusion detection monitoring requirements during the design phase of this project, which the contractor will mark as additional need and include in the system replacement activities, subject to additional funding in accordance with prices established in this contract. The contractor will identify all components of their proposed design, their quantities, and their applications.

1.1.18 Interconnections

The contractor will specify its design for interconnecting major components of the replacement system. This will include interconnection type, cable selection, terminations, and routing.

1.1.19 Power

The contractor will specify its design approach for providing primary and a minimum of 48 hours of redundant power to system components. The contractor will identify where existing power components will be reused and describe any resulting impact on the operation of the existing PACS during the installation of the replacement PACS. The contractor will identify requirements for additional facility power, if required, and will identify its proposed approach for installing additional power. If the contractor proposes to re-use existing batteries, they will warrant the operation for the same length of time as new equipment they install.

Batteries that do not meet safety requirements may not be re-used, and the contractor will remove and dispose of such batteries.

1.1.20 Deliverables

Section 6 identifies deliverables for this task.

1.1.21 Installation Plan

The contractor will prepare, present, and maintain a detailed installation plan within 21 days of award. The purpose of this plan is to ensure that all facets of the equipment installation are identified, addressed, and coordinated before and during installation. The contractor will not need to account for asbestos abatement as the building was constructed in 2002.

1.1.22 Definition and Dependencies

The installation plan will describe the specific tasks the contractor will perform and the dependencies among these tasks. The plan will include a schedule that reflects these dependencies and the resources available for performing the work. These tasks will be defined at a level of detail that provides visibility on a weekly basis, at a minimum.

1.1.23 Coordination with Smart Card Distribution

VA is producing and distributing FIPS 201-1 smart cards concurrent with the PACS replacement. VA employees and contractors may need to retain legacy access control cards that are compatible with the existing PACS until this PACS replacement is completed. The contractor will coordinate migration from legacy cards to the new FIPS 201-1 smart cards with facility representatives.

1.1.24 Transition Approach

This plan will specifically identify the approach for transitioning from the installed system to the replacement system in a manner that minimizes disruption to VA facilities and maintains security. The plan will identify, in particular, how cardholder, configuration, and history event data will be migrated to the new system and how new data or modifications to data are accurately reflected in both the existing PACS and the replacement PACS with minimal redundant data entry. Access control point transition will be addressed by the installation of multi-technology card readers whenever possible. Additionally, the contractor will propose an approach for managing the collection of legacy access control cards once the modified/replaced system has been completely installed.

1.1.25 Security

The installation plan will include provisions for minimizing disruption to VA’s facilities during the installation activities. It will specifically include provisions for maintaining an acceptable level of security during this project. The installation plan will specifically describe how the installation of new hardware and software will be performed such that security is maintained at the existing level

1.1.26 Support from Other Organizations

The installation plan will identify and describe all support required from the VA, VA contractors, or other organizations not under the direct control of the contractor. The installation schedule will include specific milestones that identify where inputs from external organizations or VA are required and will identify the contractor tasks that will be adversely affected by delays in such support.

1.1.27 Facility Access Before or After Normal Working Hours

The installation plan will specify any tasks that require access to VA facilities outside normal working hours, from 6:00am to 6:00pm Monday – Friday, except for Federal Holidays, for contractors with active PIV access badges. Tasks that interfere with, or disrupt, VA operations will be scheduled before or after normal working hours. Work outside normal working hours will be approved by and coordinated with VA at least two weeks in advance and is subject to VA approval.

1.1.28 Project Schedule

The installation plan will include a detailed schedule of installation activities. This schedule will identify all task dependencies and will highlight those tasks that must be performed by organizations other than the contractor. The schedule will be prepared in Microsoft Project. The schedule will initially be submitted with the contractor’s quote and will be updated on a biweekly, or more frequent, basis until the project is completed. The schedule start date will be the VA estimated date of contract award.

1.1.29 Deliverables

Section 6 identifies deliverables for this task.

1.1.30 Equipment, Software, and Materials Procurement

VA will review and approve the contractor’s proposed design and the installation plan prior to the contractor procuring and installing any equipment or software. VA approval addresses the scope of the project installation (i.e., the number and location of devices) and, where appropriate, the use of equipment and components not subject to the Approved Products List. VA approval will not be interpreted as an endorsement that the contractor’s proposed design meets functional or performance requirements; this is the sole responsibility of the contractor. The contractor will procure all equipment, components, software, licenses, and materials and will provide all tools, supplies, and consumables required to install the proposed system replacement in accordance with the requirements of the following paragraphs.

1.1.31 Procurement

The contractor will procure equipment, software, materials, documentation, supplies, and any other materials required to achieve the approved systems design. All equipment and software will be selected from the Approved Products List, where applicable, in accordance with the approved PACS design. All equipment will be new; the use of used or refurbished equipment is specifically prohibited except as specifically authorized herein.

1.1.32 Inspections and Acceptance

The contractor will perform incoming inspections and tests as required to ensure the equipment and software are complete, functional, and in compliance with manufacturer specifications prior to beginning installation. This will include all parts and components that are required to replace existing inoperative or missing equipment as identified in the proposed design. The contractor will perform all actions necessary to correct or replace defective components and materials prior to installation.

1.1.33 Storage

Storage space on site is limited or non-existent. Therefore, the contractor will provide all required storage for equipment and materials prior to and during installation.

1.1.34 Records

The contractor will initiate and maintain records of the equipment and software components, manufacturer warranties, licenses, documentation, inspections, and corrective actions. The contractor will provide these records to VA when the upgraded/replacement system is accepted.

1.1.35 Deliverables

Section 6 identifies deliverables for this task.

1.1.36 Installation

The contractor will perform all tasks required to replace the existing security system in accordance with the approved system design and installation plan according to manufacturer’s written instructions. No installation will be initiated without specific approval by the VA COR. This includes installing required conduit, cabling, and primary and backup power in addition to PACS equipment. The contractor will develop, install, and test software and databases for complete connectivity and proper operation of systems involved. The contractor will initialize system such that no additional programming is required, including setup of available software features The contractor will ensure all installation personnel and subcontractors are properly trained and licensed for the work they perform and will be responsible for obtaining all necessary work permits and inspections.

1.1.37 Data Conversion

The contractor will import cardholder data as required to populate the access control system cardholder database. The primary source of credential data are cardholder PIV cards. Additional data may be available from VA’s IDMS and/or PIV Systems. The contractor will extract other cardholder and equipment configuration data, such as demographics, access rights, and door schedules, from the existing access control system.

1.1.38 System Configuration

The contractor will configure and test the access control system according to manufacturer’s instructions. The contractor will identify and enter all configuration data into the new PACS that is required to specify the installed equipment configuration or other parameters required to operate the system. The contractor will review configurable features with the VA COR and establish a punch list for standard, device specific, location specific and access control specific configurations. The contractor will configure equipment requiring users to log on using a password with user/site-specific password/passwords. Retaining default passwords is not allowed. The contractor will make backup copies of all configuration data and will provide these backups, and instructions for using them to restore the system to the VA COR.

Note: All work will comply with VA departmental standards.

1.1.39 Equipment and Cable Installation

The contractor will install all equipment in accordance with the approved system design, VA Master Construction Specifications, manufacturer specifications, applicable building, electrical and life/safety codes, and best commercial practices. The contractor will, daily, remove all debris and perform other cleanup as needed to leave the installation area in the same or better condition that it was prior to the contractor’s work. The contractor will promptly repair any damage they cause.