Performance Work Statement (PWS) Re-Key Main Facility and Community-Based Outpatient Clinics

Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805-4927

Community-Based Outpatient Clinics:

-Atlantic County VA Clinic (Linwood, NJ) -Cape May County VA Clinic (Rio Grande, NJ) -Cumberland County VA Clinic (Vineland, NJ) -Kent County VA Clinic (Dover, DE) -Sussex County VA Clinic (Georgetown, DE)

1. Purpose The purpose of this Performance Work Statement (PWS) is to establish the performance requirements for the complete replacement, re-keying, configuration, and system update of the BEST A2 interchangeable core (IC) keying system at the Wilmington VA Medical Center and all affiliated Community Based Outpatient Clinics (CBOCs). The objective is to restore secure, accurate, and fully functional key control to all affected VA facilities.

2. Background The Wilmington VAMC’s A2 keying system has been compromised at the Grand Master Key level, including the A and B keyway hierarchy. To reestablish proper physical security and maintain compliance with VA standards, the facility requires a complete assessment, replacement of all IC cores, issuance of new keys, and update of the lock system management database.

3. Scope of Work The Contractor shall perform all tasks necessary to deliver a fully restored, accurate, secure, and documented BEST A2 keying system. This includes:

• A comprehensive pre-project assessment

• Replacement of all BEST A2 IC Cores, brand name or equal. The equal bran core cylinder shall meet the following salient characteristics:

o Small Format Interchangeable Core (SFIC) compliant with industry-standard A2 pinning specifications and dimensional profile, suitable for installation in the Government's existing SFIC-compatible lock housings without modification to housings, doors, or door hardware.

o Compatible with the Government's Keystone Management Lock System for core, key, and door-mapping data entry and tracking, without requiring proprietary software modification or additional licensing cost to the Government.

o Capable of being combinated to support a Grand Master/Master/Submaster/Change key hierarchy consistent with the facility's key control structure.

• Development of a complete keying hierarchy

• Cutting and distribution of new keys

• Updating and validating the VA lock management database

• Providing all required deliverables and documentation

• Ensuring secure off-site disposal of removed hardware

4. Performance Objectives and Required Outcomes

Objective 1 – Complete and Accurate Pre-Project Assessment Outcome: The Contractor delivers a validated, complete inventory and implementation plan enabling accurate re-keying and system continuity.

Performance Requirements:

• Assess all doors, cores, locks, and hardware across all facilities

• Verify existing key hierarchy and update with POC input

• Identify compatibility issues and propose corrective strategies

• Produce a written assessment containing inventory, schedule, risks, and staffing plan

Objective 2 – Full IC Replacement and Pin New Cores Outcome: All designated cores are replaced with new BEST A2 cores, brand name or equal, meeting VA TIL requirements, installed properly and functioning correctly.

Performance Requirements:

• Replace all cores with BEST A2 cores, brand name or equal, across Wilmington VAMC and CBOCs

• Pin new cores to support the new hierarchy

• Achieve 100% functional testing of each installed core

• Prevent disruption to clinical operations by coordinating work windows

Objective 3 – Key Production and Distribution Outcome: New keys are produced to required quantities, operate consistently, and are transferred securely.

Performance Requirements:

• Produce new keys equal to existing authorized quantities + 20% attic stock

• Test all keys in assigned doors

• Label and organize keys to VA key control standards

• Transfer keys only to VA-designated personnel

Objective 4 – Lock System Database Accuracy Outcome: The VA’s lock management database is fully updated, accurate, and validated.

Performance Requirements:

• Update database with all new keying levels, cores, groupings, and locations

• Coordinate with VA IT for secure access

• Validate system accuracy with the POC

• Provide a complete backup at project completion

Objective 5 – Secure Disposal and Documentation Outcome: Removed hardware is disposed of securely off-site with documented proof.

Performance Requirements:

• Collect all removed cores, keys, and hardware

• Dispose of materials per federal physical security guidelines

• Provide certificate of destruction

5. Performance Standards

Performance will be measured against the following standards:

• Assessment accuracy: 100% match between assessment inventory and final installation

• Core installation functionality: 100% of installed cores must operate correctly at acceptance

• Key accuracy: 100% of keys must operate as intended in all designated hardware

• Database accuracy: 100% of records must reflect correct core, keying level, and door assignment

• Schedule adherence: Contractor must complete tasks within POC-approved timeline

• Security compliance: Zero unauthorized personnel, zero lost keys, zero unreturned hardware

6. Government-Furnished Information (GFI) The Government will provide:

• Access to all required buildings and rooms

• Existing keying records

• Access to lock management database

• Facility points of contact for scheduling

7. Contractor-Furnished Items and Responsibilities The Contractor shall furnish all labor, materials, tools, parts, equipment, keys, cores, test devices, and transportation necessary to fulfill all performance objectives.

8. Personnel Requirements Contractor personnel shall:

• Be qualified and experienced with BEST IC & A2 or equal interchangeable core systems

• Have experience performing work in federal or healthcare facilities

• Meet VA security, identification, and access requirements

• Be capable of working concurrently across multiple facilities

9. Hours of Performance

• Standard work hours: Monday–Friday, 8:00 AM – 4:30 PM

• Work outside standard hours requires prior approval from the COR and M&O Shop Foreman

10. Security Requirements

• Contractor personnel must comply with VA security procedures and VA Police instructions

• All keys, cores, and sensitive items must remain under constant chain of custody

• No removed hardware may remain on VA property

11. Environmental / Occupational Safety and Health (EOSH) Contractor shall comply with all applicable regulations, including:

• 29 CFR 1910 – OSHA General Industry

• 29 CFR 1926 – OSHA Construction

• 40 CFR – Environmental Protection

• Delaware Code Title 7 – Conservation

• Delaware Code Title 16 – Health & Safety

12. Deliverables

Pre-Work Deliverables

• Assessment Report

• Verified Lock & Door Inventory

• Implementation Plan & Schedule

Execution Deliverables

• All new cores installed and tested

• Keys cut and issued in required quantities

• Lock database updated and validated

Final Deliverables

• Key hierarchy chart and key tree

• Core and door/room mapping documentation

• Certificate of destruction

• Final walkthrough and acceptance documents

13. Performance Surveillance The Government will evaluate Contractor performance through:

• Random sampling of key and core functionality

• Review of updated lock management database

• Verification of inventory accuracy

• Inspection of documentation and destruction records

• Direct observation of work performance

Payment is for acceptable performance, not just best effort. The Government pays only for supplies or services that conform to the contract requirements.

VHA Infection Control Risk Assessment (ICRA) for Construction, Renovation, and Maintenance is included as a separate attachment. The template provides minimum requirements for categorizing activity types and patient risk to determine the level of precautions needed to prevent infection risks.

QASP Table

Performance Objective

PWS

Reference

Performance Standard

Acceptable Quality Level

(AQL)

Surveillance

Method Frequency Responsible Party

1. Complete and

Accurate Pre-Project

Assessment

PWS Sec.

Assessment report must include complete inventory, strategy, schedule, risks, and staffing plan; all data must be accurate.

100% inventory accuracy; 0 critical omissions; all deliverables on time.

POC review; spot inspection of 10%– 20% of doors/cores;

comparison to onsite findings.

One-time prior to mobilization.

POC

2. Full IC Replacement and Pin New

Cores

PWS Sec.

4 & 5

All replaced cores must function correctly; installation meets BEST A2, brand name or equal + VA TIL standards;

no disruption to operations.

100% functional performance at acceptance;

0 security breaches; 0 abandoned hardware.

Random sampling (10% minimum);

direct observation;

review of daily logs.

Daily during execution;

final acceptance inspection.

POC

3. Key Cutting and Distribution

PWS Sec.

4, 6, & 7

All keys must work in assigned locks;

engraved correctly;

quantities match authorized inventory + 20% attic stock.

100% key accuracy;

100% labeling; 0 missing keys;

0 chain-of-custody issues.

Sampling of key/lock combinations; review of logs; inventory matching.

Ongoing; full review at issuance.

POC

4. Lock System

Database Update & Validation

PWS Sec.

4 & 6

Database fully updated with accurate core/key/door data;

backup completed.

100% database accuracy; 0 data omissions; 0 mismatches.

POC database review; random 10– 15% door-to-database checks;

backup verification.

At database update completion;

before final acceptance.

POC/VA IT

5. Secure Disposal of Removed Hardware

PWS Sec.

All removed hardware collected and disposed of off-site per federal security guidelines;

100% material accountability;

0 materials left onsite.

Review certificate of destruction; onsite inspection to confirm nothing remains.

At project closeout. POC

Performance Objective

PWS

Reference

Performance Standard

Acceptable Quality Level

(AQL)

Surveillance

Method Frequency Responsible Party destruction documented.

6.

Deliverable Quality &

Timeliness

PWS Sec.

All deliverables accurate, complete, and timely.

95% minimum for administrative deliverables;

100% for critical security deliverables.

POC review;

email/documentation tracking; deadline monitoring.

Ongoing. POC

7. Safety &

EOSH

Compliance PWS Sec.

10 & 11

Compliance with OSHA, EPA, and Delaware environmental/safety regulations; no unsafe work practices.

100% adherence; 0 safety violations.

Observation; facility safety officer coordination; review of incident reports (if any).

Continuous during onsite work.

POC /

Facility Safety Officer