P09 Performance Work Statement 2-28-2022.docx

B.2 PERFORMANCE WORK STATEMENT

PROVIDENCE VAMC SECURITY CAMERA SYSTEM

1. INTRODUCTION / GENERAL

This service contract specifies that the contractor shall perform security camera video surveillance system component inspection, Repair, Replacement and preventive maintenance.

a. The contractor shall repair or replace all Senstar Aimetis System components to include all Cameras regardless of the Camera Manufacture and system components such as: Cameras Servers, Storage Units, UPS batteries, cabling, conduit, control panels, encapsulated connections, enunciators, power supplies, splices, and wiring connections, whether above or below ground, interior or exterior to buildings on the entire Providence VA Medical Center campus and assets. The contractor shall repair or replace batteries, conduit, electrical connections, electronic circuit boards, electronic modules, cameras, network switches and devices, system managers/servers and switches, UPS Battery Devices, monitors, power supplies for failed or defective devices. The contractor shall provide preventive maintenance (PM) on all Senstar Aimetis System components to include adjustment, battery replacement, calibration, cleaning, focusing lens, electrical connections, electrical safety testing, lubrication, testing and replacement of faulty system components. Also, by providing all components, equipment, labor, tools, and apparatus/vehicle required to perform installation, modification, repair, service, test, and quarterly preventive maintenance (PM) on the Providence VA Medical Center security camera system located at; 830 Chalkstone Avenue and 20 Regent Avenue Providence, RI 02908-4799.

This is to include the Eye Clinic Atwells Avenue, Providence R.I. and all buildings at 830 Chalkstone Ave Providence RI: The main building consists of floors and wings. It has 9 floors and A, B, C, D, E and S. On campus there is Building 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 14, 26, 27, 32, 35, 39 and Trailers T-7/8, T- 18, T-32, T-33, T-34, T-35, T-36, T-37, and Parking Garage.

b. The contractor shall provide preventive maintenance (PM) only on the Providence VA Medical Center Pelco Endura camera system and Pelco cameras and components that fall under “End Of Life/Legacy”. Scheduled system preventive maintenance shall be performed quarter by qualified security system technician who is to follow the manufacturer’s specifications on all system components to include adjustment, battery replacement, calibration, cleaning, focusing lens, electrical connections, electrical safety testing, lubrication, testing and replacement of faulty system components.

This is to include Pelco Endura and Pelco End of Life Legacy systems at 830 Chalkstone Ave, New Bedford MA CBOC and Harwood Center Niagara St Providence RI.

c. When failed components are replaced under this contract the following applies. All defective components must be inspected by the COR to ensure the devices are not tagged with a property tag (EE number) registering the product to VA Medical Center inventory. Each device/component must be check for the EE# before being disposal. It is the contractor’s responsibility to include recyclable and non- recyclable batteries. All contractors will follow proper battery recycling policy and law. All UPS being replaced shall be removed from the VA Medical Center and disposed of properly. The security camera system equipment and all its components will be returned to the operating condition specified by the manufacturer.

2. REQUIREMENTS Qualification of Contractor:

To maintain compatibility, the contractor must be able to obtain, install and configure, Senstar Symphony Aimetis camera and NVR/server and network switches or components. The contractor must show proof of implementation of section 889(b) of the National Defense Authorization Act (NDAA) of 2019. The contractor must have at least (5) years successful experience in maintaining software-based network computer-based fiber optic security camera systems. Also, maintain consistency with our fiber network and computer software and passwords. The contractor must share all passwords with the VA. This is a network system and not a standalone DVR. A technician with Network experience and background must be available for consultation and repairs.

Upon request of the Government, the contractor shall provide a list of personnel who will perform maintenance under the contract showing the length and type of experience of such personnel on any VMS systems such as Senstar Symphony Aimetis systems and references if needed.

Background Investigations shall be required based on frequency of access to sensitive areas of the VA Medical Center.

Qualification of Scheduled Preventive Maintenance Personnel:

The contractor and their sub-contractors shall assign qualified security camera fiber technicians to perform maintenance on this system if they have sufficient knowledge of the existing system to include authorized access. Maintain the current “as built” drawings and update any changes they are involved with for the entire system to accomplish the required maintenance and conform to requirements indicated in this Performance Work Statement (PWS). Qualified technicians shall be required to pass a basic background investigation in order to receive access to areas that include VAMC network infrastructure and system component of the facility. All contractors and their subcontractors must have their individual card access badges that were issued by VA Police Operations to access the VA Medical Center facilities – No exceptions. The VA Medical Center is not responsible for lost, stolen or forgotten card access badges. Any contractor or sub-contractor employees assigned to perform modifications, programming, or repairs on any component of the VA Medical Center camera systems shall have the appropriate documentation, licenses, tools, qualifications, and the appropriate access level to the system. All contractor employees and subcontractors must conform to VA and CDC guidelines about any outbreaks of viruses. All Contractor employees and subcontractors must adhere to the smoking policy. There is a no smoking policy anywhere on VA controlled or owned property.

At no time shall any device be disabled on the system without prior notice to the COR and VA Police Operations. All inspections shall be scheduled in advance (48 Hours) for proper notification.

3. REFERENCES

The camera fiber network system and all its infrastructure are exclusively under the control of the Veterans Affairs Police and in no way connected to the Veterans Affairs Computer Server Network.

All equipment and individual components of the entire camera fiber network system shall be maintained in proper operating condition as specified by the manufacturers down to the component level and in accordance with National Consensus Codes, NEC and NFPA regulations, all pertinent Veteran’s Health Administration Life Safety / Fire Protection Safety Code Regulations, and The Joint Commission requirements.

The contractor shall have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform any service. The technicians shall provide their own OEM manuals and schematics, which must be available on site at the time of service or have access to equivalent replacement equipment manuals and cut sheets to perform any and all work on the entire system.

4. DELIVERY

Term of Contract: One year from date of issue Preventive Maintenance Visits: Full system quarterly Provision of Maintenance Services:

All routine preventive maintenance inspections shall be coordinated and scheduled through the VA Medical Center assigned Contract Officer Representative (COR). A minimum of 48 hours will be required to coordinate a scheduled visit for preventive maintenance inspections. This coordinated effort may be cancelled by the VA Medical Center if unexpected circumstances arise that would impair the mission of the VA medical center or endanger life/safety measures.

All tests will be performed at the frequencies specified. Contractor Preventive Maintenance Testing shall be scheduled in advance with the COR in order to coordination with Clinical and VA Police Services prior to the start of any work at the VA Medical Center.

In addition to all camera system component inspection and preventative maintenance, the following is also required of this agreement:

· Upgrades to firmware if deemed necessary for compatibility issues

· Quarterly comprehensive system test and inspection reports forwarded to the COR either in Person or Email.

· Update “As built” drawings for the parts of the system covered. Place the “As Built” onto media disk or send to COR via email.

Hours of Coverage:

This Performance Work Statement – Contract covers services to the VA Medical Center camera system as specified:

Monday through Friday 8AM-4PM except Federal Holidays. Response Time:

For all VAMC requests, contractor shall provide a phone call-back by a qualified technician within (1) hour of a service request to the COR, or VA Police 24/7 – 365 days per year with no exceptions to this rule.

Normal Scheduled Service - Normal Business Hours: 0800 – 1600 Hours Monday – Friday (Excluding Holidays – Contractor or VA Medical Center) Afterhours Service – Outside of business hours requires (4) hour response time.

Preventive Maintenance:

The preventative maintenance will also pertain to Symphony and Pelco components and cameras to maintain the system at the best optimal performance. The contractor shall maintain and test 100% of the entire camera system infrastructure: control panels switches, server(s) and system managers and workstations. If components covered under this contract are discovered as faulty or in need of repair while PM testing is being performed the contractor shall provide and repair all components and parts.

The server(s), control panels, circuit boards and all workstations shall be maintained to include database purposes to maintain 30 days of 30fps of storage is required.

Guaranteed Uptime:

A guaranteed uptime is achieved if 95% shall be maintained during hours of coverage to date:

Uptime % = Productive Time - Downtime x 100 Productive Time Productive time is planned time of use of equipment.

Downtime begins at time of first service call until equipment is returned to proper operating conditions. Quarterly inspection reports shall provide the number of hours that the system is shut down or disabled.

Parts not covered by contract:

Materials that are not covered by this contract due to “End of Life” will be purchased by the VA Medical Center. For these items the labor costs will be covered by the contractor.

Every component of the Security Camera System, regardless of its location in or around buildings, interior or exterior, above ground or below ground, date of installation, is included in this contract.

5. PROGRESS AND COMPLIANCE

The contractor is required to notify the COR, or VA Police upon arrival and departure at the VA Medical Center – No exceptions. This is to include signing in and out upon arrival and departure during normal working hours 8:00 AM to 4:00 PM. The contractor badges issued by FMS or VA Police Operations shall be worn at all times while on the VA Medical Center property - No exceptions. After hours, the contractor will be required to sign in and out with the VAMC Police.

Upon completion of any visit, the contractor technician shall provide a clear and “legible” written field service report to the COR indicating the minimum information:

Date of service, Service Ticket Number, Name of Technician, Hours of work completed by indicating start and finish times Location of work performed (Building 1 - 2nd Floor, etc.)

Status of security camera system upon arrival Service performed; (adjusting, cleaning, installing, modifying, replacing, testing, etc.)

Status of security camera system after performing service, list parts installed, modified, removed, or replaced, list all discrepancies by “highlighting” them on the report. In addition, the contractor shall provide copies of preventive maintenance procedures, checklists, and test forms prior to commencement of contract performance work to the Contracting Officer and COR.

6. NOTES AND OTHER INFORMATION

Security Camera System - Disabling of Devices / System Shutdown Procedure:

Notification in writing or verbal to the COR at a minimum of 48 hours in advance is the minimum requirement for a coordinated security camera system shutdown. This notification applies to all contractors, sub-contractors and VA Medical Center employees as to the feasibility of a system shut- down in coordination with possible ongoing construction activities and other VA Medical Center priorities. The contractor is responsible for notifying:

COR – All specific details Clinical Staff – (In area where work is to be performed) – General purpose of visit to area Operators - Details of disabled devices VA Police – Details of disabled devices Contractor is responsible for acknowledging the camera system alarms Notification will be provided before any security camera system component is disabled or shut down. Notification will be provided after the entire system has been properly restored to its normal operation as was intended by design.

“No camera alarm will be disabled without notifying VA Medical Center” Contractors and sub-contractors shall not be permitted to leave any: battery, cable, component, control panel, camera, device, power supply, sensor module, wire, ,disabled or disconnected overnight unless extenuating circumstances, such as failure of the system, should occur.

In such case the contractor or sub-contractor will establish an ILSM (Interim Life Safety Measures) that are completely approved by the COR and VA Police Operations.

7. RECORDS MANAGEMENT

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

a) 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.

b) 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.

c) 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.

d) 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.

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

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

g) 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.

h) 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.].

i) 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.

j) 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.

8. TRAINING

a. HIPAA is meant to protect Personally Identifiable Information in any form or medium to include video. All contractor employees and subcontractor employees requiring access to the Camera Network and its storage of data shall complete the following before being granted access to VA information and its systems:

(1) Successfully complete the appropriate VA privacy training and HIPPA annually complete required privacy training; and

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates 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 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.

d. The contractor is responsible for following infection control requirements to contain dirt, dust, and debris. The contractor will alert the COR if ceiling tiles are to be moved for prior approval of the VA Infection Disease Control. Where ceiling tiles are to be opened or devices attached to ceiling tiles have to be inspected, tested, or replaced, containment shields or booths maybe needed. The contractor or sub- contractor service provider is responsible for the complete containment and clean up after work has been performed in any area or building on the property of the VA Medical Center. The contractor or subcontractor shall provide their own containment equipment and HEPA vacuum to clean up after work has been performed.

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