ATTACHMENT B AMENDMENT 0001 REVISED PERFORMANCE WORK STATEMENT.pdf

ATTACHMENT B Amendment 0001

?.## PERFORMANCE WORK STATEMENT

Physical Security Systems Inspection & Maintenance Services

1. Introduction:

This is a non-personal services acquisition to provide inspection and monthly physical security systems, test and maintenance services. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Such contract service provides shall be accountable solely to the Contractor wo, in turn is responsible to the Government. The Contractor shall provide all supervision, administrative support, technical services, labor, tools, parts, supplies, equipment, materials, transportation necessary to perform all routine maintenance, repair services and emergency trouble calls.

2. Background:

Officially established in October 2006, the Orlando VA Medical Center serves more than 110,000 Veterans in Central Florida and includes a 120-bed Community Living Center, two Mental Health Residential Rehabilitation Treatment Programs/Domiciliary (60-beds located at the Lake Nona Campus and 58-beds at the Lake Baldwin Campus), one Health Care Center in Viera, two large multi-specialty Satellite Outpatient Clinics in Orlando (Lake Baldwin campus) and Daytona Beach, and four Community-Based Outpatient Clinics located in Clermont, Kissimmee, Orange City, and Tavares.

3. Performance Objectives:

This requirement is for the inspection, test and maintenance services for the OVAHCS Physical Security systems to include electronic Physical Access Control Systems (ePACS), Intrusion Detection Systems (IDS), Lynx Notification System, Aiphone intercom system, and Closed-Circuit Television Systems (CCTVs) for the OVAHCS. The Contractor shall obtain all necessary licenses and/or permits required to perform these services. An authority to operate is in place for the current systems. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined herein. The locations of this requirement is at the Orlando VA Medical Center and all surrounding Community Based Outpatient Clinics (CBOCs) listed in table 1. The Contractor shall comply with all applicable Federal, State, and local Laws, in addition to any Federal Regulations that may be applicable to the performance of this contract.

4. Period of Performance:

a. The period of performance shall be for one (1) Base Year of 12 months and four

(4) 12-month option periods.

5. Places of Performance

a. Table 1.

Orlando VA Medical Center 13800 Veterans Way Orlando, FL 32827 (Total Estimated Sq. ft.: 1.2 Million)

Lake Baldwin VA Medical Center 5201 Raymond Street Orlando, FL 32803 (Total Estimated Sq. ft.: 390,355)

Tavares VA Community Based Outpatient Clinic

(CBOC)

1390 East Burleigh Boulevard Tavares, FL 32778 (Total Estimated Sq. ft.: 10,000)

Kissimmee VA CBOC 701 Union Street.

Kissimmee, FL 34741 (Total Estimated Sq. ft.: 4,500)

Clermont VA CBOC 3200 Citrus Tower Blvd.

Clermont, FL 34711 (Total Estimated Sq. ft.: 5,645)

Deltona VA CBOC 1200 Deltona Boulevard Deltona, FL 32725 (Total Estimated Sq. ft.: 10,000)

Palm Bay VA Outpatient Clinic 5200 Babcock Street, Suite 101 Palm Bay, FL 32905 (Total Estimated Sq. ft.:8,500)

Westside Pavilion VA Clinic (UMHS Annex) 1821 Business Park Blvd Daytona Beach, FL. 32114 (Total Estimated Sq. ft.:12,064)

Viera VA Health Care Center 2900 Veterans Way Viera, FL 32940 (Total Estimated Sq. ft.: 138,778)

William V. Chappell, Jr., Multispecialty CBOC 551 National Health Care Dr.

Daytona Beach, FL 32114 (Total Estimated Sq. ft.: 64,149)

Clermont Vet Center 1655 East Highway 50, Suite 102.

Clermont, FL 34711 (Total Estimated Sq. ft.: 3173)

Lakemont Annex 2500 S. Lakemont Ave Orlando, FL 32814 (total Estimated Sq.ft: 148,559)

6. Hours of Operation:

a. The Contractor is responsible for conducting business between the hours of 8:00 am to 4:30 pm Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Emergency hour of operation are seven (7) days a week.

7. Government Holidays:

a. Table 2.

Holiday Date Month

New Year’s Day 1st January

Martin Luther King Jr.’s Birthday 3rd Monday January

Washington’s Birthday 3rd Monday February

Memorial Day Last Monday May

Juneteenth National Independence Day 19th June

Independence Day 4th July

Labor Day 1st Monday September

Columbus Day 2nd Monday October

Veterans Day 11th November

8. Definitions:

a. Cleaning: Removal of contamination from an item to the extent necessary for further processing or for the intended use.

b. Contracting Officer: A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

c. Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

d. Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

e. Government-Furnished property: means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

f. Instructions for use (IFU): Written recommendations provided by the manufacturer that provide instructions for operation, safe and effective use of its device.

g. Invoice/Proper Invoice: A Contractor’s bill or written request for payment under the contract for services performed. An invoice that meets the minimum standards specified in the Federal Acquisition Regulation (FAR) 32.905(b).

h. Performance Requirement Summary (PRS): performance indicator that is used to measure the acceptable quality levels that must be met.

i. Personal Protective Equipment: Specialized clothing or equipment worn for protection against hazardous materials.

j. Quality Control Plan (QCP): Means by which the Contractor assures that the work complies with the requirement of the contract.

9. Scope of Work:

a. The Contractor shall perform full diagnostics and maintenance services including emergencies that include but are not limited to adjustments, modifications and tests necessary to maintain the ePACS, IDS, LYNX, Aiphone intercom system and CCTV Systems in continuous operation as specified by the manufacture’s Instruction for Use (IFU). the This shall include applying all software and firmware

Thanksgiving Day 4th Thursday November

Christmas Day 25th December updates provided by the VA to the Contractor. All updates, adjustments, and modifications shall be review by the COR/ALT COR and approved by CO to conform to the VA Guidelines and/or the industry standards, as applicable, whichever is more stringent. The Physical Security Office utilizes the following documents as primary references. All other state, federal and VA policies, rules, regulations and laws shall apply:

i. VA Physical Security and Resiliency Design Manual along with all associated appendices and future updates and revisions. Physical Security and Resiliency Design Manual (va.gov).

ii. VA Handbook 0730/4 Appendix B and future revisions VA Publications.

iii. VA Handbook 6500 HSPD-12 PIV II Compliance and Issuance.

https://www.osec.doc.gov/osy/HSPD-12/HSPD-12Information.html

iv. National Fire Protection Association (NFPA) 101 Life Safety Code, most recent edition. (Contractor must be familiar with the NFPA and must coordinate any issues with the VA Facilities Management Service Electrical shop).

b. The Lake Nona system does not read v8.1, however the other twelve (12) facilities on ATTACHMENT A of the solicitation do read v8.1. There will be a v8.1 credentials for the Lake Nona facility installed during the base performance period of a separate contract. The control panel quantity of 135 may change, however the card readers quantity will remain at 1200.

10. Certification:

a. Contractor’s Field Service Technician (FST) shall possess the following certifications.

i. Hirsch Velocity Certification Program; Certification for installation, Certification Hardware course, Certification for Operator and Velocity Administrator.

ii. Identiv Connected Physical Access Manager (ICPAM) Certification.

iii. Pelco Enterprise Certification.

iv. Micro Technology Services, Inc (MITSI) Lynx Dealer Certification (must provide within 90 calendar days after contract award). The Lynx certification is new, due to this, the Government is authorizing a 90-day grace period for the awarded contractor to be certified.

v. Bosch G Series/B series Expert Certification.

vi. AMAG Symmetry Essentials v9 Certification.

vii. Occupational Safety Health Administration (OSHA) 30 Hour training. This certificate must be within the 2yrs.

viii. OSHA Aerial & Scissor Lift Certification & Training.

ix. Licensed to install low voltage electrical.

b. The COR/ALT COR may at any time request verification of the Contractor’s Field Service Technician (FST) credentials when servicing equipment.

11. Tasks:

a. Diagnostic Equipment/Tools. The Contractor shall have in their possession throughout the term of the contract all diagnostic equipment and tools necessary to fully maintain, test, adjust and reprogram the PACS, IDS, LYNX, AIphone and CCTV Systems.

b. Pre-Inspection. The Contractor shall complete a Pre-Inspection of existing Security Systems within ninety (90) calendar days after award, note any major deficiencies for repair prior to accepting “as is” existing condition of equipment and Government furnished parts covered under this contract. The Government have CAD drawings;

however, they are 70 % accurate and will be provided to the awardee to be used during the 90 day-inspection. The Contractor will update CAD drawings based on findings during the pre-inspections.

i. After inspection, the Contractor shall a provide to the COR/ALT COR and maintain a complete set of current, legible schematic wiring diagrams for each ePACS, IDS, LYNX, AIphine and CCTV. There are no current and accurate drawings available. The Government is expecting the contractor to provide drawings after the completion of inspection.

c. Tests. All tests that remove the system from normal operation shall be scheduled at least five (5) working days in advance with the COR/ALT COR.

d. Preventative Maintenance Inspection (PMI). All inspections that remove the system from normal operation shall be scheduled at least five (5) working days in advance with the COR/ALT COR.

i. PMI’s shall ensure a safe and efficient level of operation.

ii. PMI’s shall include cleaning, lubricating, adjusting, or parts replacement recommended by the manufacture or industry best business practices.

iii. Routine maintenance shall be performed per manufacturers recommendation but no less than once per year.

iv. All camera domes and lenses shall be cleaned and serviced annually. The Contractor shall accommodate the COR/Alt COR request for, “as needed cleaning” of the camera domes and lenses.

v. Exterior access control readers shall be cleaned on an annual basis.

e. The Contractor shall purchase and replace all batteries in all access control panels, and intrusion detection panels in option period three (3).

f. The Contractor shall be on site when scheduled generator tests are being performed to confirm all systems are fully functional after the monthly generator test. The COR will notify the Contractor when to be on site.

g. The Contractor maintenance service support shall ensure a minimum uptime of

98%. This includes minor repairs, installations, and equipment deficiencies. The Contractor will notify the Government within 30 calendar days of new software updates released from Pelco, HIRSCH/Identiv and AMAG. The COR will provide software and arrange site visit to install updates. The Contractor shall troubleshoot and resolve issues found during daily checks. Items that require hardware to resolve may be considered a repair. The Government shall support the contractor if network related troubleshooting is required.

h. Repairs. The Contractor shall provide with their quote, a separate list of all systems herein indicating all minor repairs that are NOT included in their monthly maintenance cost. This list will be part of the contract award and will be an attachment in Section D titled, “MINOR REPAIRS IS NOT INCLUDED IN THE PRICE/COST SCHEDULE”. The list may be updated prior to the start of each exercised option period, but may not be updated during the performance period.

The Contractor shall furnish to the COR and CO, a written quote of the cost for each minor repair not included in the price/cost schedule. Minor repairs shall be completed within a reasonable time frame communicated between the COR and the Contractor. The Government has the right to solicit for repairs, compare pricing on the open market or negotiate with the incumbent prior to any repairs at each facility.

i. The COR/ALT COR may notify the Contractor of non-functional equipment that is in need of maintenance prior to the schedule routine maintenance.

ii. The Contractor shall immediately notify the (COR) in writing of the existence of the development of any defects in, or repairs required to maintain any of the Physical Security Systems. The COR will supply parts and equipment to the Contractor that is not part of the schedule maintenance contract.

iii. The Contractor shall track parts and equipment warranty supplied by the COR/alt COR.

iv. Any cable repairs provided by the Contractor shall be visibly labeled at both end points with the other termination point.

v. Mission critical equipment shall not be shut down by the Contractor for more than five (5) calendar days without prior approval from the COR/ALT COR. Initial notification from the COR/ALT COR to the Contractor identifying mission critical equipment shall be repaired.

i. Government Purchase Card (GPC). The COR/ALT COR/Program Office is authorized to use their GPC to pay for minor repairs including miscellaneous components not exceeding $2,499.99 per repair incident. The COR/ALT COR is not authorized to split payment to stay within the authorized threshold per minor repair incident. After being authorized by the COR/ALT COR for minor repairs and completion of repairs, the Contractor shall submit a copy of the invoice to the COR/ALT COR and CO. Any repairs performed over $2,499.99 prior to the CO knowledge and written approval is borne by the Contractor.

12. Scheduled/Unscheduled Maintenance:

a. The Contractor shall provide a maintenance schedule to be approved by the

COR/ALT COR within 60 (sixty) calendar days after contract award.

b. The contactor shall provide a web based ticketing systems for the submission and tracking of all maintenance service and emergency calls. The web base ticketing system must be equipped with the following entries; date of request, name of requestor, requestor phone number, requestor email address, Government facility location where services is needed, time of entry and a brief explanation of the service being requested, Contractor’s technician that will perform the service, and a signature space for the COR/Alternate (Alt) COR to accept the services once completed. The COR/Alt COR must be able to print each completed services request for record keeping and export summary reports into a spreadsheet format.

c. The Contractor’s system for accomplishing scheduled and unscheduled maintenance shall also include backlog listing of work and time frame for completing each backlog.

i. The Contractor may schedule maintenance on Government holidays, weekend, evening and nights with prior permission from the COR/Alt COR.

This schedule is used when routine schedule doesn’t’ permit access to space due safety and staffing/patient operational requirements.

13. Contractor Point of Contact:

a. The Contractor shall provide a single point of contact for the COR/Alt COR and designated representatives for routine communication.

14. Reports:

a. The Contractor shall review the system status for all systems on a daily basis to include but not limited to Cameras, Access Control Panels and other components.

There are remote health check capability that can be accessed at a single location for all sites, except at the William V. Chappell Jr. and the Tavares Community Based Outpatient Clinic facilities. These two (2) sites shall be physically visited on a weekly basis until they are able to be interconnected.

i. The daily list of identified issues shall be sent via email to the COR/Alt COR or designated email group once the system review is completed.

ii. The Contractor shall provide daily, weekly, monthly and quarterly summary of all works performed. The report shall be sent via email to the COR/Alt COR. Daily reports are due by 1700 hours, weekly reports are due by 1700 hours on Saturday or the last business day of the week and may take the place of that days reporting. Monthly reports are due by the 5th of the subsequent month. The quarterly report may take the place of the previous months monthly report when appropriate.

15. Emergencies:

a. The Contractor shall provide a 24/7 contact number for emergencies within five (5) calendar days after contract award.

b. Contractor shall respond to the COR/ALT COR emergencies request within the limits of each critical level described below. Most emergencies are categorized as mission critical equipment. The Government reserves the right to request emergency maintenance of the physical Security Systems if there is a determination of a serious threat to patient or employee safety or VA assets.

i. Critical Level one (1). Mission critical or life safety equipment has failed or is inoperable and requires immediate attention or a critical location cannot be secured/accessed. The COR shall receive notification from the Contractor that they have received the initial notification request for service no more than one (1) hours from the time the request was submitted. The Contractor shall be on-site of no more than four (4) hours from the time the Contractor responded to the initial notification, unless otherwise directed by the COR.

ii. Medium Level two (2). A system or system component requires attention due to a service request or trouble shooting call. The COR/ALT COR shall receive notification from the Contractor that they have received the initial notification request for service no more than two (2) hours from the time the request was submitted. The Contractor shall be-onsite of no more than six (6) hours from the time the Contractor responded to the initial notification, unless otherwise directed by the COR/ALT COR.

iii. Low Level three (3). Any service call that the COR/ALT COR need to inform the Contractor of after-hours response is not necessary unless otherwise requested by the COR/ALT COR.

16. Quality Control Program (QCP):

a. The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance herein. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract.

The QCP shall have procedures to identify, prevent, and ensure non-reoccurrence of defective services. The QCP shall contain; a start and completion timeline for tasks outline herein. After review and proposed changes, the COR/ALT COR will accept the Contractor’s QCP. The QCP shall be delivered within 30 calendar days after contract award.

17. Deliverables:

a. The below are the minimum deliverables. The Contractor is encouraged to outline additional and/or more specific deliverables that align with the maintenance schedule. The Contractor shall provide the deliverables within the due time frame.

If the deliverables cannot be met within the due time frame, the Contractor shall communicate with the COR/ALT COR and the CO for an alternative deliverable time frame.

b. Table 3.

PWS

Paragraph

Description Due Format Submit to

10.a.iv.

Micro Technology Services, Inc (MITSI) Lynx Dealer Certification (must provide within ninety

(90) calendar days after contract award.

Email

COR/ALT

COR

12.a.

Contractor shall provide a maintenance schedule to be approved by the

COR/ALT COR.

within 60 (sixty) calendar days after contract award

Email

COR/ALT

COR

15.a.

Contractor shall provide a 24/7 contact number for emergencies.

within five (5) calendar days after contract award.

Email

COR

16.a. Provide QCP

Within thirty

(30) calendar days after contract award.

Email/pdf

COR/ALT

COR

21.a.

Contractor shall provide personnel information for TIER 1 or TIER 2

Within two (2) calendar days after contract award.

Email/Phone

COR

background investigation.

18. Acceptance of Services:

a. The COR/ALT COR will inspect and accept all repairs and maintenance prior to the Contractor submitting monthly invoices. The COR/ALT COR will review Contractor’s web base ticketing system for maintenance request to ensure tickets request and services are reconciled. The COR/ALT COR shall only certify invoices for payment after verifying services have been accepted.

19. Proper Invoicing:

a. The Contractor shall adhere to Federal Acquisition Regulation (FAR) 32.905 (b) and FAR 52.212-4 herein for proper invoicing. Invoicing shall be submitted no later than 5 business days after the end of each performance month for all work completed within that month. Invoice shall also include each item number description any pertinent information for accessing Contractor’s web base ticketing system to verify invoice accuracy with completed maintenance/repairs.

20. Government Furnish Equipment (GFE)

a. The Contractor will be able to check out a Government-furnished laptop to access system that is on the OIT network.

b. The Contractor will have access to a shared office space upon request to the COR.

c. The Contractor may request a Government-furnished ladder on as needed basis to carry out tasks that require the use.

d. Any unintended, unforeseen or accidental loss, damage or destruction to

Government-furnished property by the Contractor that reduces the Government’s expected economic benefits of the property shall be borne by the Contractor for fair market value at the time of issue.

e. The Contractor shall return all checked-out Government-furnished items at the end of each work-day.

21. Security Background Check, Tier 1 or 2:

a. The Contractor must be able to provide personnel that will fair favorable to a TIER 1 or TIER 2 background investigation. Personnel information must be provided to the COR/ALT COR via email within two (2) calendar days after contract award.

22. Post Award Conference/Progress Meetings:

a. In accordance with FAR Subpart 42.5. the Contractor agrees to attend any post award virtual conference convened by the CO. The CO, COR/ALT COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO/COR/ALT COR will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of issues, if any, being experienced. Appropriate action shall be taken to resolve any outstanding issues. These meetings shall be at no additional cost to the Government.

23. VHA Supplemental Contract Requirements for Combatting COVID-19:

a. Contractor employees who work in or travel to VHA locations must comply with the following documentation requirements:

b. If fully vaccinated, the Contractor shall show proof of vaccination. NOTE:

Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

c. If unvaccinated, Contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

d. Documentation cited in this section shall be digitally or physically maintained on each Contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

e. Documentation will not be collected by the VA; Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect Contractor employee health information and personally identifiable information.

f. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process Contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Check regularly for updates.

g. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered Contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect Contractor employee health information and personally identifiable information.

h. Contractor must immediately notify their COR/ALT COR or Contracting

Officer if contract performance is jeopardized due to Contractor employees being denied entry into VA Facilities.

i. For indefinite delivery contracts: Contractor agrees to comply with VHA

Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

24. Performance Requirement Summary (PRS):

a. The PRS is a performance indicator that is used to measure the acceptable quality of performance per performance period that must be met, who is going to check the measurements, and how these measures will define the success of our program. The below performance standards will be measured accordingly:

b. Table 4.

PRS # PWS

Paragraph

Performance Standards

Acceptable Quality of

Performance per

Performance Period

Method of Surveillance

Incentive (Positive &/or

Negative CPARS

PRS #1

11.g.

Contractor maintenance service support shall ensure a minimum uptime of 98%.

99%

COR/ALT

COR

Satisfactory

CPARS

PRS #2

11.h.

Minor repairs shall be completed within a reasonable time frame communicated between the COR and the Contractor.

98%

COR/ALT

COR

Satisfactory

PRS #3

14.a.ii.

Contractor shall provide daily, weekly, monthly and quarterly summary of all work performed

99%

COR/ALT

COR

Satisfactory

PRS #4

15.b.i. and ii.

Contractor must be on site within the specified times.

99%

COR/ALT

COR

Satisfactory