Statement of Work Eagle and CBOC Alarm FY24.docx

?.## STATEMENT OF WORK

STATEMENT OF WORK

1. INTRODUCTION

This service contract specifies that the contractor shall provide continuous security alarm system monitoring through the contractor’s Central Monitoring Service over a dedicated phone line. This service contract also specifies that the contractor shall utilize the (6) existing Bosch Control Panel and Keypad systems installed in the indicated facilities supporting its application software and firmware via their own laptops. The contractor is to perform component inspection, preventive maintenance, and testing on an annual basis for each identified VA facility by providing all equipment, labor, and tools required to perform preventive maintenance services. Provide firmware updates to all components to provide continuous service and monitoring. The Providence VA Medical Center located at 830 Chalkstone Avenue, Providence, Rhode Island 02908-4799, Facilities Management Services requires annual inspection and test on several outlying facilities in the New England area. These facilities are leased by the Providence VA Medical Center and are identified below:

Hyannis CBOC Facility Control Panel Dedicated Phone Line VA Primary Care Center 233 East Stevens Street Hyannis, MA 02601-3766 Phone: 508.771.3190 508.771.1844 Fax: 508.771.0940 Practice Hours: 0730 – 1600 Hours, Mon – Fri

Middletown CBOC Facility VA Primary Care Center One Corporate Place Middletown, RI 02842 Phone: 401.847.6239 401.847.7325 Fax: 401.847.8057 Practice Hours: 0730 – 1600 Hours, Mon – Fri

Eagle Square 1 IT Closet The Crawford Building 589 Atwells Avenue Providence, RI 02909-2472 Phone: 401.459.4760 401.521.0239 Fax: 401.

Practice Hours: 0730 – 1630 Hours, Mon – Fri

Eagle Square 2 Control Panel Dedicated Phone Line The Uncas Building – 1st Floor Eye Clinic 623 Atwells Avenue Providence, RI 02909-2472 Phone: 401.459.4760 401.751.1618 Fax: 401.421.0594 Practice Hours: 0730 – 1630 Hours, Mon – Fri

Eagle Square 3 The Uncas Building – 3rd Floor 623 Atwells Avenue Providence, RI 02909-2472 Phone: 401.459.4760 401.421.0591 Fax: 401.421.0594 Practice Hours: 0730 – 1630 Hours, Mon – Fri

Eagle Square 5 & 6 The Uncas Building – 1st Floor Audiology Clinic / Comp & Pen 623 Atwells Avenue Providence, RI 02909-2472 Phone: 401.459.4760 401.751.0198 Fax: 401.421.0594 Practice Hours: 0730 – 1630 Hours, Mon – Fri

This preventive maintenance contract is to include the service on all (6) existing Bosch security alarm systems and their associated components such as but not limited to: audio/visual components, batteries, cabling, communication links, control panels, detectors, door contacts, encapsulated connections, enunciators, environmental sensors, keypads, motion sensors, splices, wired and wireless panic buttons, and wiring terminal connections, whether above or below ground, interior or exterior to buildings on which they are located. The Providence VA Medical Center owns all the security alarm systems and their associated components in each facility and will specify in detail what components are covered and not covered by contract. Such items not covered will be an additional cost to the VA to maintain system operational standards as was intended by design. The costs associated with the repairs will be reviewed closely for competitive pricing as to establish a fair and reasonable price for replacement if necessary.

The general intent of this scope of work is to ensure that all facility security systems are performing optimally as was intended by design under manufacturer’s installation and operation specifications. Maintaining system integrity and reliability will effectively minimize down time and reduce the total cost of ownership associated with the cause and effect of system repairs and services. Please note: Additional security systems and field components may be added to the scope of work as new leased or owned facilities are obtained throughout the life-cycle of this contract. All attached existing components of the security system are included in this contract.

2. SYSTEM DESCRIPTION

The (6) security alarm system(s) are comprised of the Bosch B9512G 9412GV3/D7212GV2 Control Panel with 12Vdc/7Ah battery backup and signal backup utilizing the Digi-cell AnyNet Uplink module. A dedicated phone line is required for each alarm system per facility. For signal transmission integrity, reliability and redundancy, there is also a radio communications link with the current vendor. The VA requires a radio link with the successful bidder and equipment for this service will need to be provided by the vendor. The Bosch D1255/D1255B Alpha Keypads are utilized to arm/disarm motion sensors in specific zones and display system activity on door contacts, wired and wireless duress buttons and environmental sensors. The system will be monitored at all (6) aforementioned facilities on a 24 hour basis, 365 day a year. The current vendor has the existing installation codes that are directly or remotely used to program and modify programs for each Bosch Control Panel and will be provided by the VA. The alarm system(s) must provide for remote access to administer access to end users and their respective passcodes. The system must accommodate at least (100) end users per facility.

Audible Device

ADEMCO 747

Control Panel - Bosch D7212G

D7212G V2

D7212G V2

D7212G V2

D9412G V3

D7412G V2

D7212C

04.13.2011

10.01.2008

04.09.2008

Keypad Bosch D1255/D1255B

Motion Sensor Bosch

DS835

Note:

Quantities are subject to change over the course of this contract due to changing requirements. Changes will be accomplished using contract mods and negotiated pricing will be adjusted to reflect any changes.

3. REQUIREMENTS

Qualification of Scheduled Preventive Maintenance Personnel:

The contractor and their sub-contractors may assign qualified licensed electricians or fire & security alarm technicians to perform maintenance on these Bosch alarm systems, provided that they have sufficient knowledge of the existing system to include direct and remote authorized access. They must possess all “as built” drawings for the entire system to accomplish the required maintenance task and conform to requirements indicated in this Statement of Work.

The contractor must support the Bosch Control Panels and Keypads. In addition, the Uplink Universal Cellular Backup and Radio Communications Backup must also be supported. Qualified technicians will be escorted as required to receive access to security alarm system components in areas of each facility. All contractors and their subcontractors must have sufficient access to control panels and field devices for inspection and testing purposes by authorized VA personnel.

Qualification of vendor:

The bidder shall have had five (5) years successful experience in maintaining Bosch Security Alarm Systems. Upon request of the Government, bidder shall be able to show evidence of his ability, experience, and reliability by providing:

Names and addresses of other clients and/or Government agencies and all personnel must hold a current state license on low voltage circuits as a minimum to install and work on all VA facility Security Alarm Systems.

Background Investigations may be required depending on frequency of access to sensitive areas of all VA facilities. An escort from the VA will provide access for all work to be accomplished.

Any contractor or sub-contractor employees assigned to perform modifications or repairs on any component of the VA Security Alarm Systems must have the appropriate documentation, licenses, tools, qualifications and the appropriate electronic access level to the system. All installation and modifications to system components must follow manufacturer’s specifications – No exceptions. All assigned personnel must also present themselves in a professional manner while on VA property and be courteous and cautious in a clinical or hospital environment.

The contractor’s inspection team shall consist of at least (1) technician with a cell phone to acknowledge all alarms produced while in the testing process with the Central Monitoring Service. The inspection team shall be able to conduct all inspections independent of assistance from VA Medical Center personnel and shall notify the Central Monitoring Service of their scheduled visit and purpose. At no time shall any device be disabled on the system without prior notice to the COR and facilities coordinator. All inspections shall be scheduled in advance (48 Hours) for proper notification. All performance tests will be conducted using service forms that are legible and can be signed off.

Failure to meet these minimum requirements will be cause for termination of contract.

4. REFERENCES

All equipment and individual components of the entire Security Alarm System (with the exception of field devices) shall be maintained in proper operating condition as specified by the manufacturers down to the component level and in accordance with National Consensus Codes, including but not limited to NEC and NFPA regulations, all pertinent Veteran’s Health Administration Life Safety / Fire Protection Safety Code Regulations, and JCAHO requirements.

Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform any service at all times. Vendors must 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.

All defective components replaced become the property of the vendor and disposal is their total responsibility to include recyclable and non-recyclable batteries. All contractors will supply a current copy of their battery recycling policy which will stay on file with the Contracting Officer or COR.

5. Records Management Language for Statement of Work (SOW):

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

This is to include all security alarm system components such as: Batteries, cabling, conduit, control panels, electronic modules, electronic PCB’s, enunciators, monitors, wiring, etc. Vendor will provide four (4) hours of mutually scheduled training on the proper and safe operation of the equipment.

6. DELIVERY

Term of Contract: 10/01/2018 – 9/30/2019 with four option years to end 9/30/2023 Preventive Maintenance Personnel: (1) Qualified Technician / Visit Preventive Maintenance Visits: (1) Day / Year / Facility Provision of Maintenance Services:

All routine preventive maintenance inspections shall be coordinated and scheduled through the VA Medical Center assigned 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 by the attached sample inspection and testing form indicated in the Test Frequency section of this Statement of Work. Contractor Preventive Maintenance Testing shall be scheduled in advance and in coordination with Clinical Services and site coordinator prior to the start of any security system related work at any of the VA Medical Center facilities.

Hours of Coverage:

This Statement of Work – Contract covers services to the VA Facility Security Alarm Systems as specified:

Monitoring Services - 24 hours per day, 7 days per week, and 365 days per year.

Response Time:

For all VA Facility 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: 0700 – 1700 Hours Monday – Friday (Excluding Holidays – Contractor or VA Facilities) Emergency Service - Outside of business hours requires (4) hour response time Emergency Service - Material and Labor is to be provided under this contract agreement on specified items listed on page (12) of this document per GSA rates and pricing.

Preventive Maintenance:

System preventive maintenance shall be scheduled on an annual basis for each facility to ensure the integrity and reliability of the alarm system. Annual inspections will consist of testing all devices for proper operation. All batteries will be load tested for proper operating voltage and current. All wired and wireless duress/panic buttons and environmental sensors will be tested for proper mechanical and electrical operation to include identification and location of each device on the system and transmission to the Central Monitoring Service facility. In addition, a test signal will be sent to the Central Monitoring Service to verify proper transmission of the backup cellular, radio and wireless communications operation. All security control panel backup batteries will be replaced every (3) years and labeled with a date of installation.

Technicians must follow the manufacturer’s specifications on all system components to include but not limited to adjustment, battery replacement, calibration, cleaning, electrical connections, electrical safety testing, installation, lubrication, testing and replacement of faulty system components. The contractor shall maintain and test 100% of the entire security system infrastructure. The annual scheduled maintenance and inspection services do not include material costs in the event of a defective component(s) under normal wear and tear unless the component(s) are specified as covered under the contract or are still under an installation or manufacturer’s warranty period.

If components covered under this contract at “no cost” to the VA Medical Center 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 to include but not limited to: Batteries, conduit, electrical connections, electronic circuit boards, electronic modules, electronic sensors, enclosures, enunciators, face plates, power supplies, which are likely to fail under normal use at no additional charge.

The VA Medical Center shall immediately address all issues and achieve corrective action if it is mutually determined that a system device or component is defective or has failed due to infrastructure assembly to the VA facility.

Examples of this would be: electrical impulse, damaged door or door frame assembly, dirt, dust, sand or debris, impact, temperature, water, ice, steam or any other extreme environmental exposure to any security system component throughout the VA Facilities.

All Performance Verification Testing (PVT) shall be completed to include a report of all tests and results. This will be in a formal copy from the contractor or subcontractor. All security system components tested shall be tested for their individual characteristics and in full compliance with manufacturer’s specifications on an annual basis.

All batteries shall be identified with professional labels (not hand written in ink) indicating date of installation.

All batteries being replaced shall be removed from the VA facility and disposed of properly for certification purposes. The system equipment and all its components will be returned to the operating condition specified by the manufacturer.

Preventive maintenance (PM) will be mutually scheduled in advance with contractor and COR. These (PM) inspection and tests will be performed on an annual basis mutually agreed upon by the VA COR and (PM) contractor.

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.

System failure reports shall provide the number of hours that the system is shut down or disabled.

Parts and services not covered or excluded by contract:

No additional work or installation of components will be performed without authorization from the Contracting Officer or Contracting Officer’s COR. This will also include that an approved Scope of Work Proposal and estimated cost Purchase Order be in place prior to any additional work or services with the exception of emergency requests.

Emergency requests would be identified as a malfunction of the system which would cause an interruption to the mission, threat to life safety or the prevention of damage to the VA Facility. In any event a written deficiency report or service report for authorization of any work or components outside the scope of this contract must be received prior to performance of work or payment will not be authorized.

Components that are not covered by this contract will be purchased by the VA Medical Center. The contractor under the terms of this contract shall accomplish the full manufacturer’s installation specifications and complete testing of these components in relation to the entire system for contractor and performance verification. All service reports shall identify the system before and after any work is performed. The VA Facility in advance may purchase critical components and have them available on sight in the event of an emergency situation for contractor use.

Items covered under contract:

Audio/Visual Components Replace if defective Label with date of Installation Batteries Replace every (3) Years Label with Date of Installation Control Panels Replace if defective Label with Date of Installation Keypads Replace if defective Label with Date of Installation Power Supplies Replace if defective Label with Date of Installation Radio Backup Replace if defective Label with Date of Installation Wireless Communicator Replace if defective Label with Date of Installation Zone Expander Replace if defective Label with Date of Installation

Program modifications (users) and program software upgrades are covered under this contract.

7. PROGRESS AND COMPLIANCE

Contractor is required to notify the COR, FMS Duty Officer, or VA Police upon arrival and departure of the VA Facility – No exceptions. This is to include signing in and out upon arrival and departure with FMS during normal working hours 7:00 AM to 5:00 PM. Contractor badges issued by FMS or VA Police shall be worn at all times while on the VA Medical Center property - No exceptions. After hours, contractor will be required to sign in and out with the VAMC Police and the FMS Duty Officer shall be notified.

Upon completion of any visit, the contractor 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 System upon arrival Service performed; (adjusting, cleaning, installing, modifying, repairing, replacing, testing, etc.)

Status of Security System after performing service List Parts installed, removed, repaired or replaced List any and all discrepancies by “highlighting” them on the report In addition, Contractor shall provide copies of preventive maintenance procedures, checklists, and test forms prior to commencement of contract to the Contracting Officer and/or COR.

8. NOTES AND OTHER INFORMATION

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

The contractor shall be solely responsible for coordinating and performing all necessary Security Alarm System shutdowns and turning the entire system back on to normal operation. This is to be performed independent of assistance from VA staff personnel. Notification in writing or verbal to the COR at a minimum of 48 hours in advance is the minimum requirement for a coordinated Security System shutdown. This notification applies to all 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 FMS Duty Officer – For after normal business hours Operators - Details of disabled devices and expected false alarms VA Police – Details of disabled devices and expected false alarms

Contractor is responsible for acknowledging their own produced alarms Notification will be provided before any security 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 life safety alarm will be disabled without notifying VA Personnel” Contractors shall not be permitted to leave any: Battery, cable, component, control panel, detector, device, enunciator, sensor module, wire, zone, and disabled or disconnected overnight unless extenuating circumstances, such as failure of the system, should occur. In such case the contractor will establish ILSM (Interim Life Safety Measures) that are completely approved by the COR and VA Police Operations. Any security alarm system shut down that will exceed 4 hours must be authorized by the COR or VA Police Operations.

9. TEST FREQUENCY FOR EACH FACILITY:

All devices with the exception of batteries will be replaced if necessary. Batteries will be replaced every three years. All replaced devices will have labels affixed with the date of replacement.

Audible / Visual Components Test Annually Batteries, Backup for Loss of AC Power Test Annually Control Panel Operation Test Annually Door Contacts Test Annually Environmental Sensors (Wired & Wireless) Test Annually Glass Break Sensors Test Annually Keypads Test Annually Motion Sensors Test Annually Panic Buttons (Wired or Wireless) Test Annually Wireless Communications Link Test Annually Wireless Receivers Test Annually Zone Expander Test Annually

Program modifications (users) and program software upgrades are covered under this contract.

10. PROGRESS AND COMPLIANCE

Contractor is required to notify the COR, FMS Duty Officer, or VA Police upon arrival and departure of the VA Facility – No exceptions. This is to include signing in and out upon arrival and departure with FMS during normal working hours 7:00 AM to 5:00 PM. Contractor badges issued by FMS or VA Police shall be worn at all times while on the VA Medical Center property - No exceptions. After hours, contractor will be required to sign in and out with the VAMC Police and the FMS Duty Officer shall be notified.

Upon completion of any visit, the contractor 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 System upon arrival Service performed; (adjusting, cleaning, installing, modifying, repairing, replacing, testing, etc.)

Status of Security System after performing service List Parts installed, removed, repaired or replaced List any and all discrepancies by “highlighting” them on the report In addition, Contractor shall provide copies of preventive maintenance procedures, checklists, and test forms prior to commencement of contract to the Contracting Officer and/or COR.

11. NOTES AND OTHER INFORMATION

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

The contractor shall be solely responsible for coordinating and performing all necessary Security Alarm System shutdowns and turning the entire system back on to normal operation. This is to be performed independent of assistance from VA staff personnel. Notification in writing or verbal to the COR at a minimum of 48 hours in advance is the minimum requirement for a coordinated Security System shutdown. This notification applies to all 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 FMS Duty Officer – For after normal business hours Operators - Details of disabled devices and expected false alarms VA Police – Details of disabled devices and expected false alarms

Contractor is responsible for acknowledging their own produced alarms

Notification will be provided before any security 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 life safety alarm will be disabled without notifying VA Personnel”

Contractors shall not be permitted to leave any: Battery, cable, component, control panel, detector, device, enunciator, sensor module, wire, zone, and disabled or disconnected overnight unless extenuating circumstances, such as failure of the system, should occur.

In such case the contractor will establish ILSM (Interim Life Safety Measures) that are completely approved by the COR and VA Police Operations. Any security alarm system shut down that will exceed 4 hours must be authorized by the COR or VA Police Operations.