SOW - OTS Services.pdf

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Lenel OnGuard 8.2 Software & PIV Card Reader Installations for Occupancy Tracking, Veterans Affairs Office of The Inspector General (VA-OIG) Leased Location Sites.

2. Scope of Work: The contractor shall provide all resources (labor, materials/parts, software, tools, equipment, and transportation) necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. VA-OIG is soliciting requests for quotes for an enterprise occupancy tracking system, including PIV card readers, control panels, and an Lenel OnGuard integrated occupancy tracking control system. The enterprise system will track and monitor the occupancy at 15 leased VA-OIG facilities, with remote monitoring from the VA-OIG Headquarters in Washington, D.C.

The 15 leased facilities where the system will be installed at are as follows:

1) 1835 Assembly St. Ste. 1253, Columbia, S.C. 29201

2) 9441 LBJ Freeway, Ste. 340 & 350, Dallas, TX. 75243

3) 2821 South Parker Road, 9th Floor, Aurora, CO. 80014

4) 10401 Holmes Road, 3rd Floor, Kansas City, MO. 64131

5) 333 Las Vegas Boulevard South, 5th Floor, Las Vegas, NV. 89101

6) 230 North First Avenue, 5th Floor, Phoenix, AZ. 85003

7) 700 Grant Street Ste. 2150, Pittsburgh, PA. 15219

8) 2121 SW 4th Avenue, Ste. 301 & 305, Portland, OR. 97201

9) 4330-Watt Avenue, Ste. 102, Sacramento, CA 95821

10) 5120 Shoreham Place, Ste. 200, San Diego, CA. 92122

11) 915 2nd Avenue, Seattle, WA. 98104

12) 920 West Riverside Avenue, Ste. 124, Spokane, WA. 99201

13) 402 East State Stret, Ste. 306, Trenton, NJ. 08609

14) 801 I Street N.W., Washington, D.C. 20001

15) Hopkins Plaza, Ste. 1650, Baltimore, MD. 21201.

For the purpose of this request, the vendor shall assume there is no current Integrated Occupancy Tracking Control System or associated infrastructure in place at the 15 leased locations listed above. All locations will require (1) PIV card reader installed at the main entry door leading into VA-OIG office space at each location, with control panel in the VA OIG suite IT closet.

Washington DC shall have (10) PIV card readers installed across six floors. The entry doors will not require any electronic access control; PIV card readers will be solely used for VA-OIG occupancy tracking data via the Lenel system. Data will be monitored at VA-OIG Headquarters in Washington, D.C. and will track and report personnel occupancy for all 15 leased VA-OIG facilities on a daily, weekly, monthly and yearly basis.

Statement of Work

System Design & Infrastructure Intent Drawing

Host PC and VA Network by VA OIG

All Card Readers, Control Panels, Software, Wiring and Associated Infrastructure by Vendor

3. Performance Period: Work shall be performed primarily Monday through Friday 7:00 AM to 5:00 PM. Contractor may work outside normal business hours by arrangement with the Contracting Officer (CO) or Contracting Officer’s Representative (COR) if such services are provided without additional charge to the Government. Any overtime charges must be approved by the CO/COR or designee prior to the initiation of overtime work. Work in high-traffic areas and main campus pharmacy vault may be more efficiently and effectively conducted outside normal business hours.

4. Site Visit: A pre-award Site Visit shall be conducted only for the Washington, DC Headquarters location. The Site Visit shall be coordinated by the designated Government point of contact (POC). The Washington, DC Headquarters is located at:

801 I Street N.W.

Washington, D.C. 20001

The designated Government POC for the Site Visit is as follows:

Name: Mr. Jerry Allsbrook, Jr.

E-Mail: jerry.allsbrook@va.gov

Phone: 202-794-3822

B. GENERAL REQUIREMENTS

1. The Contractor will provide all labor, cabling, equipment, transportation, programming, and parts required to install new PIV Card Readers and all associated hardware to include but not limited to PIV card (smart card) readers, as well as any other hardware or software needed to meet manufacturer's specifications. All parts must meet or exceed manufacturer’s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability. The Contractor also must tie all the card readers into the Lenel OnGuard 8.2 software with proper programming to include VA-OIG personnel occupancy monitoring by way of PIV card swipes.

2. The Contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs), all operational and technical documentation (e.g., operational and service manuals, schematics, programming software, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it’s agreed upon price unless specifically stated in writing otherwise.

3. All card readers installed shall be HID Pivclass 200-bit single access card readers. Card readers shall be hard wired to the controller and programmed into the Lenel OnGuard 8.2 software system control panel. All devices and cabling installed shall be labeled at the device end as well as the controller end. At the conclusion of each installation the Contractor will provide written documentation indicating where each PIV Card Reader is controlled including controller numbers and closet room location. Each PIV Card Reader will be properly named in the system with area and room numbers of the location of each card reader in accordance with naming standards programmed within the Lenel OnGuard 8.2 software system. The reports will be delivered to COR for signature when work is complete; a copy will be sent to Electronics. The Contractor will provide detailed installation diagrams of the unit, service and operators manuals for all the related hardware.

4. All work within each of the 15 VA-OIG leased locations will follow appropriate safety prevention guidelines. The work area and area shall be free of wires, tools, debris, dust, parts, and chemicals or lubricants at the conclusion of each visit. All work areas shall remain free of hazards and obstructions during work to provide a safe environment for staff and Contractor workers. Any required penetrations to the fire or smoke barrier partitions shall be in accordance with VA-OIG policy, Fire/Smoke Barrier Penetration Permit System to ensure that proper smoke and fire protection is maintained including use of approved, UL listed fire sealant. Holes in walls can be patched and painted to match existing or be sealed using a commercial wall plate/cover.

5. The Contractor shall provide all labor, parts, materials, tools, equipment, and programming to install specified card readers for each location.

6. The Contractor shall provide all labor, parts, materials, tools, equipment, and programming to install single access card readers to include installation of low voltage wiring, cable, 5-10 conductor (Wiegand or Clock-and-Data), 4 conductor Twisted Pair Over-All Shield and UL approved, Belden 3107A or equivalent (OSDP), Certified LPS DC power supply, Metal or plastic junction box.

7. The Contractor shall provide all labor, parts, materials, tools, equipment, and programming to install control panels at locations where needed to ensure the software is working properly.

8. All removable media materials (laptop, DVD/CD, USB drive, etc.) will need to be authorized and approved by VA-OIG OIT for use prior to the start of any work.

9. Testing of each completed area will be coordinated and witnessed by the COR, or authorized designee, to ensure proper functioning and compliance with this SOW.

10. When requested by the Contractor, COR will obtain and provide new IP addresses from designated VA-OIG OIT personnel.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. GOVERNMENT RESPONSIBILITIES

The government will make the equipment and closets available in accordance with the established schedule for the work. The Government will coordinate and witness testing of completed units.

E. CONTRACTOR EXPERIENCE REQUIREMENTS

Each respondent must have experience installing physical security systems that includes the Lenel OnGuard Physical Security System (including hardware, software, and programming) along with personnel experienced in installing PIV card (smart card) readers, as well as other associated hardware. All work shall be performed by "fully qualified" competent respondent who are authorized to work on Lenel OnGuard software system. The Contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) at the VA-OIG. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VA-OIG equipment. If subcontractors are used, the CO must approve them in advance.

The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data.

Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

Records Management Contract Language

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.