Attachment 1 Combined Synopsis Solicitation PIV Electronic Physical Access Control Systems.docx

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a request for quotations (RFQ). Solicitation Number: 36C24224Q0312. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04.

This solicitation is set-aside for: Small Business

The associated North American Industrial Classification System (NAICS) code for this procurement is 334290, with a small business size standard of 800 Employees.

The FSC/PSC is 6350.

Supplies/Services:

VA Healthcare System Margaret Cochran Corbin VA Campus Requirement: This is a Brand Name or Equal requirement for the following Physical Access Control System and must be compatible with Pelco camera surveillance system.

New York Harbor Healthcare Systems

Manhattan Campus

ACCELATERM 8 READER EXPANSION

(with Keypad)

Door Strike

SW Server Licenses

Fingerprint / Card Reader

Disposal of all packaging materials during unpacking and installation.

STATEMENT OF WORK

CONTINENTAL CARD ACCESS SYSTEM

Introduction/Background:

The VA New York Harbor Healthcare System (VA NYHHS) is requesting the purchase of PIV Electronic Physical Access Control Systems (PACS) for designated areas throughout the Margaret Cochran Corbin Manhattan VA Facility. This will provide added security and access for authorized personnel to restricted areas identified as requiring high or medium levels of assurance. The system will consist of an integrated pairing and enhancement of the traditional mechanical lock and key system in place, with a computer-based electronic physical card access control system that will allow for consistent use of primarily PIV card access controls at all designated areas throughout the facility.

Objective:

The Installation of one (1) workstation, a brand name or compatible Electronic Physical Card Access Control server compatible with the current Pelco camera surveillance system in place at the VA facility. Requirement must also include all necessary panels, keypads, card readers, equipment for installation, licensing, software installation, updates and upgrades as needed for systems maintenance throughout the performance period of this contract. The server will be used for the entire Manhattan VA facility to produce PIV credentials for authorized staff, and allow for the removal of expired, or retired PIV credentials as needed. The services to be provided will replace the current non-operational HIRSCH systems in place and incorporate the new network provided for the CCTV Network Video Recorder (NVR) which include the technologically advanced Pelco digital cameras already installed at the facility. This integration between the card access control system and the new Pelco system will effectively help reduce response times and aid in potentially eliminating dangerous situations. This integration of technology will increase our security, promote efficiency, safety, patient care, customer satisfaction as well as prove to be ultimately more cost effective incorporating the current security network in place at our VA facilities.

The approved Contractor will be responsible for providing the following at the Manhattan NY Harbor campus,

1. Will secure all equipment and necessary tools in a safe and secure location prior to and during installation.

2. Will have a supervisor on-site during all phases of the installation and testing of the systems.

3. Purchase, deliver, assemble, install, and test all new security equipment required under this contract for proper functionality.

4.Furnish and install all necessary conduit, cabling, boxes, conversion, routing, switching equipment, and calculate labor required for complete and fully operational systems.

5. Create necessary systems documentation and drawings for the systems signal and path routes in a clear and accurate format compatible with current VA electrical systems.

6. Provide Easy-Access Cable Management: Mark all cables, regardless of length, with a permanent number (non-handwritten), within six inches of both ends. There shall be no unmarked cables at any place within the system. Marking codes used on cables shall correspond to the codes shown on system drawings.

7. Utilize existing CCTV network and coordination with the VA IT Department, (Manhattan), under this Statement of Work.

Note: Utilize Verizon network to show all activity in all three campuses.

8. Warranty of the entire system installation and craftsmanship for a minimum of three (3) years from the date of system acceptance by the VA. Component warranties shall be honored for the term established by the manufacturer if greater than one year.

9. Test all card access systems and demonstrate to designated system operators and Contract Officer Representative, (COR), that the equipment is operational and functioning as designed.

Note: Provide a project maintenance binder with all manufacturer-specific operating and maintenance instructions to include owner’s manuals for each piece of equipment installed.

10. Return within the first 30 days after the systems have been approved by the COR, for additional system configuration and fine-tuning if required.

11. Provide the source code for the control system to the COR/designated Police Systems Administrator upon completion of the installation.

12. Perform and complete all work as per SOW Recalls/Defective Equipment:

The vendor is expected to immediately notify all affected VA NYHHS facilities, Chief of Police, and appointed COR, in the event of an equipment defect, recall, removal, required adjustment, or required modification that is suggested or mandated by the vendor, distributor, manufacturer, or any regulatory or government agency.

The following information shall be included in this notification:

- A complete item description and identification to include part numbers and serial numbers where applicable.

- Administrative identification data, including order numbers and order date.

- Reason(s) for defect, recall, removal, adjustment, or modification; and instructions for appropriate corrective action.

Product Installation:

The vendor shall determine and comply with federal and state or local code requirements, design data, and other factors necessary to design and install the items at the desired location.

Education and Training Requirements:

Vendor shall provide training to the designated Police Service equipment operators, end-users, system administrators and other authorized staff upon setup and installation of the Card Access System, to cover proper usage of equipment, troubleshooting, and other pertinent information. Training must be coordinated with designated end-users and COR upon delivery of service and conducted during the operating hours of Monday - Friday, 8:00am - 4:30pm, excluding Federal Holidays. Training must consist of three (3) sessions for the duration of 8 hours per day. The first two (2) sessions are to be conducted on consecutive days following the installation and setup of equipment and software, the final session is to be completed one (1) week thereafter.

End-users should be provided with a user’s manual containing the basic systems overview and detailed instructions for troubleshooting, daily and routine use.

Travel/Parking:

The contractor will be responsible for their travel.

Due to limited parking availability at each site, contractor must coordinate any parking needs with the assigned COR and the VA Police Service. Details of any vehicles entering the site must be provided in advance such as:

Driver’s full name, Driver’s license number Vehicle license plate number Vehicle description

Delivery & Installation shall be provided within 45 days after receipt of award (ARA).

Place of Performance/Place of Delivery:

Margaret Cochran Corbin Campus 423 East 23rd Street New York, NY

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” [DEC 2022]

· FAR 52.252-2 Clauses Incorporated by Reference [FEB 1998]

· VAAR 852.211-70 Equipment Operation and Maintenance Manuals [NOV 2018]

· VAAR 852.215-71 Evaluation Factor Commitments [OCT 2019]

· VAAR 852.232-72 Electronic Submission of Payment Requests [NOV 2018]

· VAAR 852.247-73 Packing for Domestic Shipment [OCT 2018]

· VAAR 852.242-71 Administrative Contracting Officer [OCT 2020]

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” [MAR 2023]

· FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (MAR 2023)

· FAR 52.252-1 Solicitation Provisions Incorporated by Reference [FEB 1998]

· FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment [NOV 2021]

· FAR 52.233-2 Service of Protest [SEP 2006]

· VAAR 852.233-70 Protest Content/Alternative Dispute Resolution [OCT 2018]

· VAAR 852.233-71 Alternate Protest Procedure [OCT 2018]

· FAR 52.212-2 Evaluation—Commercial Products and Commercial Services [NOV 2021]

· FAR 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services [DEC 2022]

The following subparagraphs of FAR 52.212-5 are applicable:

The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements [JAN 2017] (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

· 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities [NOV 2021] (Section 1634 of Pub. L. 115–91).

· 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. [NOV 2021] (Section 889(a)(1)(A) of Pub. L. 115–232).

· 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations [NOV 2015].

· 52.232–40, Providing Accelerated Payments to Small Business Subcontractors [MAR 2023] (31 U.S.C. 3903 and 10 U.S.C. 3801).

· 52.233-3, Protest After Award [AUG 1996] (31 U.S.C. 3553).

· 52.233-4, Applicable Law for Breach of Contract Claim [OCT 2004] (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

· 52.219–27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside [OCT 2022] (15 U.S.C. 657f).

All quoters shall submit the following:

· One (1) copy of their offer.

All quotes shall be sent to Contract Specialist: Steven Abbey at Steven.Abbey@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

(a) Basis for Award. The Government will issue a delivery order to the responsible quoter whose quotation conforming to the brand name or equal solicitation will be most advantageous to the Government. Quotes that meet this requirement will be evaluated on price alone.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

Commercial Items, the following instructions to offerors apply:

1.0 OFFER SUBMISSION

Offerors shall submit their offer via email to Steven Abbey at Steven.Abbey@va.gov by 4 pm, eastern time (et), March 5, 2024. Offers shall include the following:

Pricing:

Total price will be evaluated by the Government. Proposed price should reflect a clear understanding of the requirements and is consistent with the various elements of the offer.

All Offerors shall be registered and current in the System for Award Management (SAM) database at time of award.

2.0 DUE DATES:

Questions – All questions shall be submitted by 3:00 pm eastern time (et), February 23, 2024, via email to Steven Abbey at Steven.Abbey@va.gov.

Offers - All offers shall be submitted by 4:00 pm eastern time (et), March 5, 2024 via email to Steven Abbey at Steven.Abbey@va.gov.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than March 5, 2024, at Steven.Abbey@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Steven P Abbey II Contract Specialist Network Contracting Office (NC02) 76 Veterans Avenue Bldg 30 – Room 317 Bath, NY 14810 Phone: 607-664-4969 Fax: 607-664-4482 Steven.Abbey@va.gov