36C24425Q0274.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

POINT OF CONTACT*

Contracting Officer Angelamarie Scott Angelamarie.Scott@va.gov

PLACE OF PERFORMANCE

3900 Woodland Avenue

Philadelphia PA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice.

The Department of Veterans Affairs, Lebanon VAMC, has a requirement for necessary labor, equipment, additives and materials necessary to provide maintenance, and repairs to the existing Premisys Access Control System, the Airship Video Surveillance System and Honeywell Vista Intrusion Detection Systems in use by the Corporal Michael J. Crescenz Veterans Affairs Medical Center (CMJCVAMC) at the 3900 Woodland Avenue, Philadelphia, Pa. 19104 and it’s supporting Community Based Outpatient Clinics (CBOC’s). Potential Sources shall respond with their ability to provide these services as outlined in the draft SOW (Attachment 1).

The North American Industry Classification System (NAICS) code being considered for this procurement is 561621, Facilities Support Services, and the Product Service Code (PSC) J063 Maintain, Repair, Rebuild of Equipment-Alarm, Signal and Security Detection Systems Services. The Small Business Size Standard is $15 million. Responses to this notice should include the following:

All responses shall be submitted in writing via email no later than 2:00 PM (ET) 1/20/2025 to Angelamarie Scott at angelamarie.scott@va.gov .

Simply responding as an “interested party” in www.fbo.gov does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the FBO website in the near future. Responses to this sources sought announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://beta.sam.gov in order to be eligible for award of Government contracts.

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

STATEMENT OF WORK

Corporal Michael J. Crescenz Veterans Affairs Medical Physical Security Systems Sustainment

1. INTRODUCTION:

A. The Corporal Michael J. Crescenz Veterans Affairs Medical Center (CMJCVAMC) and it’s supporting Community Based Outpatient Clinics (CBOC’s) provide essential medical care and services to our veteran community. Patient care is often provided in an urban setting where crime is typically higher than the national average. To facilitate our mission of quality healthcare, a safe and secure environment for patients and employees is essential. Functional and effective security equipment is a critical component of the day to operations of the medical center.

B. To provide an augmentation to our onsite security forces, the VAMC utilizes multiple security cameras that controlled by the Airship Video Management System, control and management of doors through the Premisys access control system and unauthorized intrusion detection through the use of Honeywell Vista alarm panels and components.

2. SCOPE:

A. The Contractor must be able to provide maintenance, and repairs to the existing Premisys Access Control System, the Airship Video Surveillance System and Honeywell Vista Intrusion Detection Systems in use by the CMJCVAMC. The Contractor must manage a service request response and maintenance requests for these systems. The Contractor must employ maintenance personnel/technicians who are trained and have any certifications required by Premisys, Airship and Honeywell. provide 24/7 support, B. Due to the requirement for 24/7 support, the Contractor must have local representatives that can satisfy the required response time for repairs.

3. PERIOD OF PERFORMANCE

A. The contract period will cover a base period of twelve (12) months/one year.

B. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer’s Representative (COR).

C. There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

4. PLACE OF PERFORMANCE

A. Tasks under this contract will be performed on the main Campus of the Corporal Michael J. Crescenz VA Medical Center, 3900 Woodland Avenue, Philadelphia, Pa., 19104 and the following off campus facilities:

1. Camden CBOC: 300 South Broadway, Suite 103, Camden, NJ. 08104

2. Victor J. Saracini CBOC: 433 Caredean Drive, Horsham, Pa. 19044

3. Dialysis Center: 4219 Chestnut, St. Phila. Pa. 19104

4. VA Annex: 4100 Woodland Ave. Phila. Pa. 19145

5. VA Snyder House: 1425 Snyder Ave. Phila. Pa. 19145

6. Community Living Center: 3461 Civic Center Bld., Phila. Pa. 19104

7. Burlington County CBOC: 3000 Lincoln Drive, Suite E., Marlton, NJ. 08053

8. West Philadelphia CBOC: 6232 Market St, Phila. Pa. 19104

9. Gloucester County CBOC: 211 County House Road, Sewell, NJ. 08080

5. DEFINITIONS:

A. Preventive Maintenance Inspection – the inspection of functional equipment, at regular intervals with the intent of sustaining the equipment’s peak performance (by performing tasks such as cleaning, lubricating, adjusting) and identifying parts or components that are near end of life and in need of replacement BEFORE they fail.

B. Repair - to restore an item that is not working to proper operation and function.

C. End Of Life - An item designated by the manufacturer as being obsolete and no longer capable of receiving support or service.

D. Technical Support – assistance provided to an end user regarding the function, features and administration of a device or product. Support may be simple, such as conducting user level training, or complex, such as serving as a system administrator to configure roles and permission schemes, creating network configurations, device configurations, etc. The technical support team should be capable of troubleshooting, diagnosing and correcting hardware/software issues in order to keep systems functional. They should also be familiar with all current and updated features of each supported platform, so that maximum utility and value can be achieved form each platform.

E. Emergency Corrective Action – repair of devices that occurs outside the normal working hours. Typically necessitated by the malfunction or failure of a device that impacts a mission critical service of the VA medical center.

F. Video Surveillance System (VSS) – Any combination of hardware, firmware, and software that works to capture multiple still images, within a designated period of time, in an effort to provide a visual record of a sequence of events that occurred within the monitoring devices field of view. The images may be in real-time (live) or archival (recorded). The VSS currently deployed at the CMJCVAMC is combination analog cameras, digital cameras, DVR’s, NVRs, converters and servers controlled by the Airship Video Management System.

G. Physical Access Control System (PACS) - Any combination of hardware, firmware, and software that works to read a user’s credentials (Card, Fob, Biometric template), then compare those credentials with a defined role and permissions scheme. If the user has authorization, access is granted to the area under control. The system shall keep logs of all authorized and unauthorized access attempts and can generate reports on user actions. The PACS currently deployed at the CMJCVAMC is Premisy.

H. Intrusion Detection System - Any combination of hardware, firmware and software that works to detect unauthorized entry into any area. This system and it’s sensors are independent of the VSS or PACS and offer a redundant security measure. Upon detecting an intrusion, sensor data is transmitted to a monitoring station so that a security force may be deployed. Intrusion detection and the CMJCVAMC is currently accomplished using Honeywell Vista panels and related components.

I. Panic Alarm System - Any combination of hardware, firmware and software that works to send a duress alarm notification to the security force, indicating that immediate assistance is required. The Panic Alarm system may be an integrated component of the IDS.

J. Work Order System - A system that allows for the request, tracking and disposition of requests for repair services. At a minimum, this system must be capable of recording the date and time issue was reported, date and time repair was completed, description of parts and materials required for repair final disposition and whether work was normal or ECM. The system must be capable of recording this information for a minimum of three years, be easily accessible by VAMC staff and searchable.

K. Maintenance/Repair Tracking System – A system that facilitates the scanning of barcoded equipment and the entry of preventative maintenance / repair activities. The system must also allow end users to search and view equipment and work performed on them. The system should record the following information at minimum: Technician performing work, date and time of work, brief description of work, parts replaced (if required), next scheduled maintenance interval. The Maintenance and Repair Tracking System may be separate or integrated applications, as long as Repair and Maintenance reports can be exported separately.

L. System Administration – the configuration, optimization, updating and ensuring reliable operation of computer or other logical systems, especially computers. System Administration is not limited only to PCs but also logical devices that require firmware updates and settings configuration.

M. NIST/USNO Time – The official time of the United Dates as established by the precision clocks at the National Institute of Standards and Time (NIST) and the US Naval Observatory (USNO).

N. Video Intercom – A device that consists of one or more door stations and a control stations. A person at a door may use the door station to trigger a notification alert and then engage in a two-way conversation with someone at a control station. The person at the control station is able to visually observe the person at the door station, converse with them and have the ability to remotely open the door if required. The Video Intercoms currently deployed at the CMJCVAMC are currently Aiphone models.

O. Automatic Door Opener (ADO) - a door opening system comprised of sensors, actuators, and control systems that enable doors to open and close automatically upon detecting people or being manually triggered.

6. SCOPE OF WORK:

A. The Contractor shall provide all personnel, equipment, supplies, transportation, services, tools, materials, supervision, miscellaneous items and non-personal services necessary to perform the work required under this contract. The Contractor shall be responsible for the technical support, preventive maintenance, repair and emergency corrective action for each facility’s existing PACS, VSS, IDS components and all subcomponents. Additionally, the Contractor’s technicians must be certified by the product manufacturer in the installation, configuration, administration, and maintenance of the following systems:

1. Airship Video Archiving and Management Systems

2. Identicard/Premisys Physical Access Control Systems

3. Honeywell Panic and Intrusion Detection Systems

4. Automatic Door Operators

5. Video Intercoms

7. Rules of Behavior

a. All contracted employees performing work at the CMJCVAMC must be furnished with a copy of the Rules of Behavior and Attendance Policy. The employee will sign and date a copy of these rules and submit it to the COR. No employee will be permitted to conduct work at the VAMC before submitting a copy to the COR.

b. The Contractors’ employees must maintain compliance with all the rules and policies of the Department of Veterans Affairs and CMJCVAMV at all times. This includes mask, vaccination and training requirements that are existing or newly enacted. Failure to comply with these rules may result in the employee being banned from the worksite.

c. The VAMC and it’s CBOCs are Federal property. The Contractors’ employees must abide by all Federal laws and regulations which may differ from the laws of the state in which the VA facility is located. For example, a state may issue a permit to carry, but Federal law prohibits weapons on VA property. Drugs that may be legal in a particular state may not be legal under Federal statutes.

d. CMJCVAMC is a medical care facility with the goal of providing the best medical care and patient experience possible to our veterans. Despite these efforts, some patients may become disgruntled and irascible. The contractor and its employees are to never engage in any hostile discourse with patients or visitor, regardless of how they behave. They are expected to disengage from the situation and immediately report the incident to VA Police.

e. The Contractors’ employees must not engage in any overt acts of aggression with staff, patients, or visitors. Such behavior includes, but is not limited to yelling, use of foul language, aggressive posturing, offensive hand gestures, etc. If anyone impedes employees from the performance of work, they should immediately notify the COR. Contractors found to have engaged in hostile behavior, even if they did not initiate it, may be restricted from the VAMC on the first offense.

f. The Contractors’ on-site employees will be furnished with a workspace at the VAMC. This space must be kept clean and free from the accumulation of trash or other waste materials. The Contractor will be responsible for removing all waste material from their workspace and transporting it to an appropriate waste disposal receptacle. If any contracted employees are determined to be creating and unsafe or unhealthy environment, the government furnished workspace will be forfeited.

g. All government property that is no longer serviceable must be disposed of in accordance with governmental procedures and guidelines.

h. The government furnished workspace is considered an extension of the Police Service Area and may be accessed by VA Police personnel at any time without prior notification.

i. Due to the sensitive nature of materials and information utilized by the VA Police and other services, contractors will not enter any Police service area, other than their assigned workspace, without authorization form a police supervisor.

j. When performing work in a non-public area, the contracted employee will identify themselves to a supervisor of that service area and explain the work they have been asked to perform. If anyone from the service impedes their ability to perform the requested work, they will not engage the staff, but immediately bring the issue to the attention of the COR.

k. Contracted employees will display their PIV card on their outermost garment, at ALL times, while inside any VA owned or leased property.

l. The contractor must not affect patient care operations. Any work that could possibly interfere with or negatively impact patient care will be scheduled before or after regular work hours.

m. Video games, board games, playing cards or other forms of recreational entertainment are prohibited from the worksite. Employees found engaging in recreational games will be dismissed from the worksite and any remaining work hours for the day will be credited back to the VA.

n. The VA is mandated to safeguard not only impropriety, but the perception of impropriety. Therefore any contracted employees that are regularly assigned to perform maintenance work at the CMJCVAMC (More than 26 days per year) will be excluded from working on new installation projects at CMJCVAMC, including non-work hours. They are not restricted form working on projects at other job sites after normal hours.

8. WORK SCHEDULE AND STAFFING

a. The Contractor will station a minimum of two (2), qualified service technicians on-site at the VAMC.

b. Each technician will be expected to work within their designated shift, 8 hrs per day, Monday thru Friday, for a total of 40hrs per week.

c. There will be two (2) staggered shifts to provide coverage for patient service hours.

1. First shift will be from 7AM to 3:00PM.

2. Second shift will be from 8AM to 4:00PM.

d. A single, supervisory staff member will be assigned responsibility for all work and services performed at the VAMC. This employee will be available at any time via phone or email. This supervisor will make at least one site visit per month for general oversite and quality assurance purposes.

e. The contractor will make a reasonable effort to provide regularly assigned staff at the VAMC. The Contracting Representative (COR) will be immediately notified of any substitutions. All contracted employees working on-site, even temporarily, will provide the COR with a mobile phone number and email that can be reached during normal work hours. Only the responsible supervisor will be contacted after normal business hours.

f. Compensatory time is not permitted. If a technician misses their regular shift, or does not complete a shift and an appropriate substitute is not provided, that time will be credited back to the VA.

g. Any work performed outside of the normally defined work hours will be considered, “Emergency Corrective Action” and subject to the rules defined in section T.

h. The Contractors’ employees must meet the VA requirements to obtain a PIV or PIV-I card. Failure to qualify for a PIV or PIV-I card will disqualify the technician from working at the VAMC.

9. ATTENDANCE

A. The Contractors’ employees will mark the beginning and end of their workday by scanning their PIV/PIV-I card at Police HQ, Rm# 101, then also signing the daily attendance log.

1. Failure to sign the daily attendance log will result in loss of credit for that workday.

2. An technician that is more than 30 minutes past their start time and has not notified the COR more than three times, the VAMC can request to have the technician replaced. On an hourly basis, hours missed would be credited back to the VAMC.

3. A technician scanning in or out of work with a PIV/I card that is not assigned to them will result in immediate disqualification from performing further work at the VAMC.

4. Any attempt to falsify the attendance log will result in immediate disqualification from performing further work at the VAMC.

5. If the technician(s)will be directly commuting to an off-campus worksite, they will coordinate with the COR to ensure proper credit for work hours is received.

6. If a technician is going to be absent from their normal work tour for any reason, they or their supervisor must notify the COR and/or the Police Chief prior to the start of their scheduled workday.

B. Contracted employees may not compensate for missed time by extending their shift or coming in prior to their shift on another day. Missed time will be credited back to the VA.

C. The COR must be notified in advance of any planned staff substitutions. If the substitution is last minute, the COR must be notified at the beginning of the substitute employee’s shift.

D. Parking for regularly assigned contracted employees may be granted at the Facility Directors discretion but is not guaranteed. There are several parking garages located in the area to facilitate this need. Failure to comply with VAMC parking regulations may result in the contractors’ vehicles being ticketed or towed.

10. Specific Tasks and Deliverables

A. Project Management

1. The Contractor must obtain all necessary manufacturer’s specifications for equipment, parts, and drawings to manage the Premises Physical Access Control System (PACS), Airship Video Management System (VMS) and Honeywell Vista Intrusion Detection System (IDS). The Contractor must maintain an on-site inventory of appropriate Government furnished replacement parts necessary for these systems(e.g., all card readers, electric door strikes, request to exit sensors (REX), door sensors/actuators, maglocks, door solenoids, wiring, cameras, network switches, motion sensors, etc. The contractor will work with VA employees to develop an on-site inventory of different parts that can be utilized through the life of this contract. This will eliminate the risk of having to wait for parts to be delivered or cause a work stoppage.

2. The Contractor must present non-repairable items to the COR for turn-in and accountability. All replaced equipment is property of the VA. The Contractor must manage a work order system for all repair requests.

B. Contractor Project Management Plan (CPMP) & Kick-Off Meeting (FFP)

1. The Contractor must deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP must take the form of both a written narrative and graphic format that displays the schedule, milestones, risks, and resource support. The initial baseline CPMP must be concurred upon and updated when required. The Contractor must update and maintain the approved VA CPMP throughout the period of performance. An in-person kick-off meeting will be held at the VAMC to introduce all involved parties as well discussing the expectation of the project and the CPMP. Supporting team members that will not be a regular part of the day to day operations at the VAMC, may attend virtually. Upon the kick-off meeting the contractor will have 7 business days to conduct a site visit to verify all the equipment. The meeting will be held within 14 days after the contract award.

2. Deliverables

a. Contractor Project Management Plan.

b. Kick-Off Meeting.

C. Equipment Tracking and Accountability

1. By the completion of this period of performance, the contractor must have affixed a barcode to all major components being serviced and entered them into a barcode tracking system, such as Building Reports Security Scan. The following rules will apply for barcode tagging:

a. All surveillance cameras, DVRs and servers will be issued their own separate barcode.

b. Workstations may use one (1) barcode to cover all associated components (i.e. Monitor, mouse, keyboard, etc.)

c. All alarm panels, motion sensors, contact sensors, sirens, etc. will have their own separate barcodes.

d. One (1) barcode may be used to cover all the components of an access control system at an individual door. (i.e. The lock, REX, Reader and contact sensor that provide access control for a door may all be covered by one (1) barcode). The barcode must NOT be affixed to the door frame itself. Each door group must have it’s own barcode.

2. The contractor will maintain a complete and accurate inventory of replacement parts in stock at the VAMC. The inventory sheet will contain the following data and an updated copy will be sent to the COR at the completion of each month.

a. Quantity of items received or withdrawn.

b. Date and time items were received or withdrawn.

c. Name of person adding or removing items from inventory.

d. Reason items were removed, location utilized and assigned barcode number (if applicable).

3. Deliverables

a. Itemized list of maintained equipment and associated bar code numbers. (By end of Period)

b. Monthly inventory list.

D. Repair Requests:

1. The contractor shall employ an Electronic Work Order System for initiating requests for repair or service. E-mail will not be considered sufficient for the requirements of this task.

2. Any commercially available or customized software will be considered adequate for this task if it can be accessed electronically by both contractor and VA staff as well as record the following data:

a. Request number

b. Date and time of initial request.

c. Location

d. Description of issue.

e. Priority (Emergency, Priority, Routine)

f. Name of requestor, e-mail and phone number.

g. Responding technician

h. Open or closed ticket.

i. Date and time ticket was closed.

3. All requests for repair shall be entered into the Electronic Work Order System.

4. Emergency repairs are expected to be completed within (8) hours of receipt, Priority within twenty four (24) hours and routine within seventy two (72) hours. Any failure to complete the repair within the allotted time will require a white paper outlining the repair could not be completed and an estimate as to when the final repair shall be made.

5. All work order tickets will be closed upon the completion of work and the COR notified via email.

6. Deliverables:

a. Electronic Work order system.

E. Weekly Progress Meetings

1. On the first business day of the week, the assigned technicians will meet in person with Police staff to discuss progress reports, completed tasks, lessons learned, outstanding tasks, work priorities and any other issues related to tasks being performed that week.

2. Staff that are not regularly assigned to the VAMC but required to attend, may do so via Microsoft Teams.

F. Mandatory Reports

1. The Contractor must provide the Contracting Officer’s Representative (COR) with separate, monthly reports for open work orders, maintenance service, repair services, camera status and alarm testing reports. These reports must be in electronic format and able to be exported in Windows Word or Excel formats. The report must include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. The reports must reflect data as of the last day of the preceding month.

2. The Contractor must keep comprehensive and detailed records of all maintenance and repair performed for the VAMC. Records must include all equipment that has been replaced. The Contractor must submit records monthly to the COR.

3. The monthly progress reports must cover all work planned for the subsequent month and all planned off campus visits. The report must identify any recurrent problems and a description of how the problems were resolved and what mitigations, if any, are still required. If problems have not been completely resolved, the Contractor must provide an explanation, including its plan and timeframe for resolving the issue. It is expected that the Contractor must keep in communication with VA accordingly, so issues that arise are transparent to both parties and to prevent escalation of outstanding issues.

4. The monthly work order report must contain the following at minimum:

a. All work orders that are in “Open” status.

b. Actions being taken to resolve the open work order.

5. The monthly maintenance work report must include the following information at minimum:

a. Barcode scan of device with date, time, location and description of device.

b. Description of maintenance actions taken.

c. Open issues or concerns.

d. Record of any equipment that was replaced.

e. Date and time the work was completed.

f. Name of technician that performed the work.

g. Operational status of device upon completion

6. The monthly work repair work report must contain the following information at minimum:

a. Date and time service call was received.

b. Location of requested repair.

c. Description of issue being addressed.

d. Scan date and time of device being serviced.

e. Description of work performed and equipment replaced.

f. Date and time the work completed.

g. Open issues or concerns regarding equipment.

h. Disposition (Open/Closed) of service call.

i. Name of technician performing the work.

7. The monthly camera status report will contain the following at a minimum.

a. Camera name.

b. Camera Location.

c. Description of camera (PTZ, Fixed, Multi, IP, Analog.

d. Resolution.

e. Frame rate.

f. Stream codec (H.264, H.265, MJPEG, etc).

g. Total number of cameras attached to VMS.

h. Number of cameras with a functional status of “Normal”.

i. Number of cameras that do not have a functional status of “Normal”

j. Difference of functional cameras from the previous month.

k. Functional Status of camera.

a. Normal – Picture is adequately illuminated, focus and resolution are adequate to provide a sharp, well-defined image.

b. Underexposed – Focus and resolution are adequate but illumination is insufficient to allow the sensor to produce a well-defined and contrasty image.

c. Overexposed - Focus and resolution are adequate but illumination is driving the image sensor to the point of clipping, preventing a useable image.

d. Blurred – Illumination is adequate but focus or inadequate resolution renders and image with blurred edges and poor contrast.

e. Noisy – Thermal energy, EMI/RFI or network interference is causing a significant impact on useable image quality.

f. No image – Data stream is being received but no image data is present.

g. Lost connection – No image or data stream is being detected by the VMS.

8. The monthly intrusion alarm test must include the following at minimum:

a. Location being tested (i.e. Outpatient Pharmacy, Gloucester CBOC)

b. Time testing started.

c. Time testing concluded.

d. Name of technician conducting test.

e. Location and zone of each and every motion sensor at that location (i.e. Zone 1 - Front Lobby, Zone 2 – Rear entrance)

f. Pass / Fail indication for each individual sensor.

g. Note any corrective action taken for each sensor.

9. Deliverables:

a. Monthly Maintenance Report.

b. Monthly Repair Report.

c. Open work order report.

d. Monthly progress report.

e. Monthly camera function status report.

f. Monthly Intrusion Alarm test.

G. PACS Support, Maintenance and Repair

1. The Contractor must provide complete technical support, maintenance and repair service for the existing Premisys PACS system. The contractor will furnish all labor, supervision, equipment, tools, training and material supplies necessary to support the PACS system. The Contractor must repair or replace any Premisys equipment, as necessary to keep the equipment fully functional and operational. This includes, but is not limited to, all access control hardware such as controllers, readers, sensors, network switches, electrified hardware, electromagnetic locks, armatures.

2. Perishable supplies and materials must be provided by the contractor. Such items include but are not limited to painters tape, electrical tape, spackle, caulk, screws, nails, wire nuts, penetrating oil, lubricating oil, brushes, gloves, rags, towels, sandpaper, steel wool, nuts, bolts, etc. Such materials will not be provided by the VAMC.

3. The Contractor must provide complete support, maintenance, and repairs for the Premisys Access Control management system and any logical components of access control. This includes, but is not limited to software, firmware, operating systems, applications interfaces, databases, etc.

a. Critical patches and software updates must be installed within three (3) months of issuance.

b. Operating systems must never be allowed to reach their “End Of Life” (EOL) date. Any software at EOL must have an action plan for correction issued by the contractor.

c. The contractor must work with staff from OIT to ensure that all systems have access to a NTP server and that system time consistently within NIST standards.

4. The contractor must also be able to provide complete maintenance and repair support for any and all hardware devices that support the proper function of the access control system. This includes but is not limited to the following:

a. Automatic Door Operators (ADO)

b. Video Intercom and door releases.

c. Locking hardware (Mortise locks, cylinder locks, vertical riser/Rim/Mortise exit devices, etc.).

d. Door leaves and frames.

e. Automatic Door Closers.

f. Hinges, strikes, door sweeps, etc.

5. The Contractor must obtain all necessary manufacturer’s specifications for equipment, parts, and drawings to manage the Premisys PACS. The Contractor must maintain an on-site inventory of appropriate Government furnished replacement parts necessary for the PACS (e.g., all card readers, power supplies, electric door strikes, request to exit, sensors (REX), junction boxes, door sensors/actuators, maglocks, cables, etc. An attic stock is an on-site inventory of different parts that can be utilized through the life of this contract. This helps to eliminate the risk of having to wait for parts to be delivered and potential work stoppages. The contractor must work with VA staff to develop and maintain and inventory of parts that are in frequent demand or likely to be needed. The Contractor must manage a service request response system for the PACS maintenance requests.

6. The contractor must have a thorough knowledge of the access control software, but must also be able to provide instruction on the use and features of the software to end users. This includes, but is not limited to the following tasks:

a. Add/Remove cardholders

b. Card enrollment

c. Door reports

d. Audits

e. Data field customization

f. Door hardware configuration

H. PACS Annual Preventative Maintenance Inspection (FFP)

1. The Contractor must perform at least one complete Annual Preventive Maintenance (PM) inspection of PACS during the period of performance. This must include the manual inspecting and testing of all Lenel OnGuard PACS components with inspection/testing reports on a Semi-Annual basis. A barcode will be affixed to the inspected item, then scanned. One barcode may be used for multiple devices comprising a working unit (i.e. A door group consists of a reader, REX, PTE button, lock, etc and may use one barcode per door group). Written documentation outlining all the PM tasks must be entered for the associated item. A Monthly progress report of all maintenance tasks will be provided to the COR within 7 days of the completion of the calendar month.

2. Maintenance inspections will be complete and thorough, detailing all critical checks at a location. Doors operating under access control will have ALL NFPA fire safety requirements listed line item. This includes but is not limited to the following:

a. REX unlocks door upon approach - Pass/Fail

b. PTE button plainly visible - Pass/Fail

c. PTE button within 5 ft of door - Pass/Fail

d. PTE button directly removes power from magnet - Pass/Fail

e. PTE button power interrupt duration – In seconds

f. Power is removed from magnet when fire alarm is triggered – Pass/Fail

g. Time to open for delayed egress devices – In seconds.

3. Each morning, the technicians will check the system clock on the access control server to ensure it is in alignment with NIST time standards. All equipment connected to the server will be checked for communication errors. An email will then be sent to the COR detailing if there are errors and what steps being taken to correct them.

4. During maintenance inspections, the contractor will remove redundant access control devices that violate life and safety code or that could otherwise cause unnecessary confusion to end users. Examples of this throughout the hospital are multiple REX sensors, PTE buttons and card readers for a single door. It is the contractors’ responsibility to patch any holes or other blemishes left in drywall, masonry, wood, etc. after the removal of access control equipment.

5. Deliverables:

a. Annual System and Preventative Maintenance Inspection

b. Monthly maintenance report.

c. Immediate notification of any Life and Safety issue that cannot be corrected on site.

d. Daily checklist.

I. Video Surveillance System Technical Support, Maintenance and Repair

1. The Contractor must provide complete technical support, maintenance and repair service for the existing video surveillance cameras and Airship Video Management system. The contractor will furnish all labor, supervision, equipment, tools, training, materials and supplies necessary to support the Video Surveillance System. The Contractor must repair or replace any video surveillance or Airship equipment, as necessary to keep the equipment fully functional and operational. This includes, but is not limited to, all video surveillance hardware such as cameras, power supplies, encoders, DVRs, NVRs, network switches, servers, workstations etc..

2. Perishable supplies and materials must be provided by the contractor. Such items include but are not limited to painters’ tape, electrical tape, spackle, caulk, screws, nails, wire nuts, penetrating oil, lubricating oil, brushes, gloves, rags, towels, sandpaper, steel wool, nuts, bolts, etc. Such materials will not be provided by the VAMC.

3. The Contractor must provide complete support, maintenance, and repairs for the Airship Video Management system and any logical components of access control. This includes, but is not limited to software, firmware, operating systems, databases, etc.

a. Critical patches and software updates must be installed within three (3) months of issuance.

b. Operating systems must never be allowed to reach or exceed their manufacturers “End Of Life” (EOL) date. Any software at EOL must have an action plan for correction issued by the contractor.

c. The contractor must work with staff from OIT to ensure that all systems have access to a NTP server and that system time consistently within NIST standards.

4. Synchronization of security systems is extremely important to police operations. Each morning, the technicians will check the system clock on the access control server to ensure it is in alignment with NIST time standards. All peripheral devices with a system clock will be synched to the Airship server. An email will then be sent to the COR detailing if there are errors and what steps being taken to correct them.

J. Video Surveillance System Annual Preventative Maintenance Inspection

1. The Contractor must perform at least one complete Annual Preventive Maintenance (PM) inspection of Video Surveillance during the period of performance. This must include the manual inspecting and testing of all Video Surveillance components with inspection/testing reports completed by the end of the performance period. A barcode will be affixed to the inspected item, then scanned. Written documentation outlining all the PM tasks must be entered for the associated item. A Monthly progress report of all maintenance tasks will be provided to the COR within 7 days of the completion of the calendar month.

2. Maintenance inspections will be complete and thorough, detailing all critical checks at a location, such as the following:

a. Cleaning of cameras lenses and protective domes or housings.

b. Inspection of weather seals on exterior cameras.

c. Inspection of mounting hardware.

d. Checking for any drift in camera alignment.

e. Inspecting cables for tight connections and signs of corrosion.

K. Airship Video Server Relocation and Update

1. The VA Office of Information and Technology requires that all servers and components be located in the Data Center for that facility. The Airship server is currently located in room #A14A of the main hospital, which is in violation of this policy.

2. Before completion of this period of performance, the contractor must relocate the airship server and all its associated components (NVR’s, racks, switches, UPS, ect. ) to the Data Center, located in the sub-basement of the main hospital.

3. The VAMC has approximately eight (8) replacement servers and components from Airship that are awaiting installation. These components will be installed in the Data Center at the time of the server relocation and the components they replaced, prepped for destruction per VA and federal guidelines.

4. The Contractor will work with Airship support staff as necessary to seamlessly integrate these updated components into the system.

5. The redirection, modification, upgrade or installation of any and all infrastructure required to connect the Airship EMS and its components to the network and its peripheral devices must also be completed.

6. The date and time any work is performed that will disrupt the normal function of the video surveillance system must be pre-approved by the COR.

7. The relocation and update must be done as quickly and efficiently as possible to minimize any loss of function of the video surveillance system.

8. Work will not be considered complete until the Airship Video Management System has 100% of the functionality it did before the relocation took place.

L. Intrusion Detection System Technical Support, Maintenance and Repair

1. The Contractor must provide complete technical support, maintenance and repair service for the existing intrusion detection and alarm system. The contractor will furnish all labor, supervision, equipment, tools, training, materials and supplies necessary to support the intrusion detection system. The Contractor must repair or replace any Honeywell Vista and associated equipment, as necessary, to keep the equipment fully functional and operational. This includes, but is not limited to all control panels, power supplies, contact sensors, motion sensors, glass break sensors, sirens, strobes, keypads etc.

2. The Contractor must provide technical support, maintenance, and repairs for the Honeywell Vista intrusion detection system and any associate components of access control.

3. All Intrusion Detection Systems must perform in the following manner:

a. The alarm is set via keypad and the operator is provided with a 60 second delay to exit.

b. The user is provided with a 30 second delay to deactivate the alarm when entering through an authorized entrance. If the proper code is not entered in time the alarm is triggered.

c. When motion sensors or contact sensors on area other than authorized entrances are tripped, the alarm is instantly triggered.

d. When the alarm is triggered, a siren sounds, strobe light flashes or both.

e. When the alarm is triggered, an annunciator at Police HQ sounds and displays the zone that is being tripped.

4. A corrective action plan will be prepared for any failure of an Intrusion Detection System to perform in the manner described in item (3) and submitted to the COR for approval.

M. Intrusion Detection System Annual Preventative Maintenance Inspection

1. The Contractor must perform at least one complete Annual Preventive Maintenance (PM) inspection of Intrusion Detection System during the period of performance. This must include the manual inspecting and testing of all intrusion detection components with inspection/testing reports completed by the end of the performance period. A barcode will be affixed to each inspected item, then scanned when work or inspection is performed. Written documentation outlining all the PM tasks must be entered for the associated item. A running monthly progress report of all maintenance tasks will be provided to the COR within 7 days of the completion of the calendar month.

2. The Contractor will perform a monthly test of ALL motion detection sensors each month, ensuring that the sensor is functioning properly and that the fault registers at the alarm panel. A monthly report will be prepared in accordance guidelines in, “Mandatory Reports”.

3. The contractor will ensure that each alarm panel is programmed with its own unique code. No two alarm panels, unless belonging to the same service area (i.e. Logitics) will have the same arm/disarm code.

4. All alarms codes will be changed during this period of performance. The new codes will be documented and provided to the COR in a secure manner, immediately up being changed. No code change will occur without prior approval from the COR.

N. Video Door Intercom Maintenance and Repair

1. Video Door Intercoms are essential to daily operations at the VAMC. At a minimum should have a call bell to alert someone is at the door. Video of sufficient clarity to allow the operator to see who is at the door. Intelligible audio that allows the operator to converse with the individual at the door and a door release that unlocked the door and actuates the operator if so equipped.

2. Most video door intercoms currently in use at the CMJCVAMC are obsolete models that are unsupported by their manufacturer.

3. Whenever possible, maintenance or repair of these devices will be conducted using inventory on hand.

4. When repair cannot be facilitated using on hand parts, a new video door intercom system will be acquired by the VAMC. The labor to run any new cabling or other infrastructure will be covered under this contract as repair.

5. All replacement video intercom systems must be IP based, support ONVIF and integration with a VMS for video recording.

6. The installation of door intercom equipment at locations that do not have a pre-existing intercom will be considered new work requiring a separate contractual obligation.

O. Automatic Door Operator (ADO) Maintenance and Repair

1. Automatic Door Operators are regularly used in conjunction with access control.

The contractor must be able to provide basic maintenance and repair services for any door operator that is attached to an access-controlled door. Such services include, but are not limited to.

a. Installation and/or removal of door operators.

b. Adjustment of speed, timing, relays, etc.

c. Diagnoses and correction of opener malfunctions.

d. Connecting door release actuators

2. The Contractor will inspect all ADOs for proper function after each monthly generator test and correct operation as required.

3. All ADOs serviced under this contract will be barcoded and scanned any time maintenance or repair service is conducted.

4. Maintenance or repair of ADOs will be documented on the same Maintenance or Repair documents as the other devices listed in this SOW.

5. If the work required for ADO repair is beyond the skill level of the Contractors’ technicians, they will be responsible for sub-contracting the necessary assistance. A plan of action and subcontractors costs will be submitted the COR for approval before any work is performed.

P. Integration of Newly Installed Devices

1. The CMJCVAMC will make every effort to commission new work under the open-competitive bidding program.

2. When this work is being performed, the contractor will run all infrastructure required for connectivity to the PACS, VMS or IDS systems.

3. System Administration and configuration will then be required to register these devices and make them operational with the system they are being connected to. (i.e. Newly installed IP cameras needs network configuration, naming to be visible

4. System administration and configuration that does not exceed twenty (20) doors, twenty (20) cameras and in a calendar month will be covered under this contract as maintenance.

Q. Video Surveillance System Annual Preventative Maintenance Inspection (FFP)

1. The Contractor must perform Preventative Maintenance (PM) inspection on the Airship Video Surveillance System and related equipment during the period of performance. This must include the manual inspection and testing of all video surveillance components with reports provided on a monthly basis.

R. Repair and Equipment Delays

1. The Contractor must advise the COR of any potential delays in repair work for any of the systems being supported that would exceed forty eight (48) hours. Notification must be in writing, even if additional notification is made in person or via telephone. The contractor must submit an action plan to the COR, for any recognized delay, within five (5) business days. The plan must be approved by the COR before equipment or repairs can be scheduled. The Contractor’s action plan must include the scope, plan, and schedule.

S. Replacement Parts

1. This contract is to include a budget of One hundred thousand dollars ($100,000,000) to replace non-consumable items that are unrepairable and out of warranty.