RFQ 36C26025Q0382 Updated 4-10-2025.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

692-25-3-661-0043

36C26025Q0382 03-25-2025

Subrina Cantil (509)525-5200 ext. 27314 04-15-2025

10:00 PDT

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X 100

X

561621

$25 Million

NET 30 N/A

X

36C692

Department of Veterans Affairs White City VA Medical Center See Section B.3 Delivery Schedule 8495 Crater Lake Hwy.

White City OR 97503

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

This is a solicitation request for White City VA Medical Center for a non-personal commodity. Contractor to provide monitoring, technical support and upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon.

Brand Name or Equivalent Requirement.

Period of Performance is as follows:

Base Period: 4/25/25 - 4/24/26 Option Year 1: 4/25/26 - 4/24/27 Option Year 2: 4/25/27 - 4/24/28 Option Year 3: 4/25/28 - 4/24/29

Option Year 4: 4/25/29 - 4/24/30

This 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) under NAICS code 561621.

Submit quotes by email ONLY to Subrina.Cantil@va.gov by d eadline in block 8.

IMPORTANT! Contractors, please review and adhere to section

E.2 "Quote Submission Instructions." Ensure you submit parts 1-4.

Stop accepting questions on March 28, 2025, at 10:00 AM PST.

In or i de l r to b e ac ill ce pted b , qu oter mu d st meet all requirements.

See CONTINUATION Page 692-3650162-661-855100-2580 010055590

X

Danielle Carrico Contracting Officer

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK (SOW)

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...15

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEV FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 VAAR 852.219-75

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM TO FAR 52.212-1. ADDITIONAL QUOTE PREPARATION

INSTRUCTIONS AND QUESTION SUBMISSION

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

(DEV FEB 2025)

Note: Table of Contents Page # may not be accurate. See updated page #s throughout document.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD.

b. GOVERNMENT: Contracting Officer 36C260 Danielle Carrico NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon inspection, receipt, and acceptance.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.tungstenautomation.com/products/einvoice-network https://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

https://www.tungstenautomation.com/products/einvoice-network https://www.fsc.va.gov/einvoice.asp

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 JB __________________ __________________

Provide monitoring, technical support and upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon.

The existing video surveillance system uses Milestone software.

This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Base POP Begin: 04-11-2025 POP End: 04-10-2026

1.00 JB __________________ __________________

Provide monitoring, technical support and upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon.

The existing video surveillance system uses Milestone software.

This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 1 POP Begin: 04-11-2026 POP End: 04-10-2027 cameras and camera systems at VA SORCC in White City, Oregon.

The existing video surveillance system uses Milestone software.

This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 2 POP Begin: 04-11-2027 POP End: 04-10-2028 cameras and camera systems at VA SORCC in White City, Oregon.

The existing video surveillance system uses Milestone software.

This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 3 POP Begin: 04-11-2028 POP End: 04-10-2029 cameras and camera systems at VA SORCC in White City, Oregon.

The existing video surveillance system uses Milestone software.

This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current

See updated price schedule on Page 7.

VHAWWWCANTIS

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VHAWWWCANTIS

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VHAWWWCANTIS

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VHAWWWCANTIS

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VHAWWWCANTIS

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VHAWWWCANTIS

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VHAWWWCANTIS

Cross-Out functionality and performance requirements.

Contract Period: Option 4 POP Begin: 04-29-2029 POP End: 04-10-2030

GRAND TOTAL __________________

PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 JB __________________ __________________

Provide monitoring for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Base POP Begin: 04-25-2025 POP End: 04-24-2026 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

0002 1.00 JB __________________ __________________

Provide technical support and upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Base POP Begin: 04-25-2025 POP End: 04-24-2026 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

0003 1.00 JB __________________ __________________

Provide upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Base POP Begin: 04-25-2025 POP End: 04-24-2026 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

1001 1.00 JB __________________ __________________

Provide monitoring for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 1 POP Begin: 04-25-2026 POP End: 04-24-2027 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

1002 1.00 JB __________________ __________________

Provide technical support for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 1 POP Begin: 04-25-2026 POP End: 04-24-2027 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

1003 1.00 JB __________________ __________________

Provide upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 1 POP Begin: 04-25-2026 POP End: 04-24-2027 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

2001 1.00 JB __________________ __________________

Provide monitoring for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 2 POP Begin: 04-25-2027 POP End: 04-24-2028 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

2002 1.00 JB __________________ __________________

Provide technical support for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 2 POP Begin: 04-25-2027 POP End: 04-24-2028 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

2003 1.00 JB __________________ __________________

Provide upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 2 POP Begin: 04-25-2027 POP End: 04-24-2028 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

3001 1.00 JB __________________ __________________

Provide monitoring for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 3 POP Begin: 04-25-2028 POP End: 04-24-2029

PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

3002 1.00 JB __________________ __________________

Provide technical support for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 3 POP Begin: 04-25-2028 POP End: 04-24-2029 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

3003 1.00 JB __________________ __________________

Provide upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 3 POP Begin: 04-25-2028 POP End: 04-24-2029 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

4001 1.00 JB __________________ __________________

Provide monitoring for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 4 POP Begin: 04-25-2029 POP End: 04-24-2030 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

4002 1.00 JB __________________ __________________

Provide technical support for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 4 POP Begin: 04-25-2029 POP End: 04-24-2030 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

4003 1.00 JB __________________ __________________

Provide upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

Contract Period: Option 4 POP Begin: 04-25-2029 POP End: 04-24-2030 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

GRAND TOTAL __________________

B.3 STATEMENT OF WORK (SOW)

Video Surveillance System Monitoring, Technical Support and Upgrades - Brand Name or Equivalent

1. Objective:

Provide monitoring, technical support and upgrades for the security cameras and camera systems at VA SORCC in White City, Oregon. The existing video surveillance system uses Milestone software. This monitoring contract can be either Milestone or an equivalent Video Management System (VMS) that meets or exceeds current functionality and performance requirements.

2. Scope:

Assessment of current Milestone system (or equivalent VMS) configuration, including camera integrations, storage capacity, user permissions, and system performance.

Migration or re-configuration of 333 Axis cameras across 47 buildings to the new VMS.

Preservation and migration of existing video recordings (30 and 90-day retention policies depending on criticality).

Configuration and testing of new VMS, ensuring seamless integration with existing infrastructure (to 7 Rasilient AS70 servers).

Training of security operations personnel on the new VMS.

Go-live support and post-implementation maintenance.

Minimal down-time during migration from Milestone.

3. Deliverables:

Functional and Tested VMS with migrated camera feeds.

Migrated video archive (30 and 90-day retention).

User training documentation and training sessions.

System documentation including configuration details, troubleshooting guides, and maintenance procedures.

4. Salient Characteristics:

• Software solution must be compatible/migratable with existing Axis cameras (333)

• Software solution must be compatible with Microsoft Windows

• Secure and protected cloud-based platform, including remote monitoring

• Provides analytics as follows: Motion detection, object detection, facial and license plate recognition, integratable to other security platforms, such as two-way communication, intrusion and access control, and duress.

• Open platform.

• Scalable.

5. Acceptance Criteria:

See updated SOW on page 14.

The new VMS must meet all functional and performance requirements outlined, including:

Meets all salient characteristics Successful migration of all cameras and video archives.

Stable and reliable operation of the VMS.

User acceptance testing by security operations personnel.

UPDATED STATEMENT OF WORK (SOW)

Security Video Camera Service Contract

Proposed Services Include:

1) Milestone or equivalent Software Protection Plan.

Software license agreement that includes camera licenses, service pack updates, bug fixes, and latest software version updates.

2) Software Analysis & Optimization.

Contractor shall provide software revisions to the Milestone or equivalent video management system available from the manufacturer once per year. The software is included with the Milestone, or equivalent Software Protection Plan from the factory and the contractor shall schedule installation of these revisions. The contractor shall provide documentation of the enhancements made as well as two hours of software training to demonstrate new benefits available with the software revision.

3) Security System Preventive Maintenance.

Once annually contractor shall check out the specific devices/components of the video system for proper operation and use. They shall also provide preventive maintenance based on the contractor’s recommendations and standards. The contractor shall schedule and document all PM work, which shall be compiled in a final annual report. Based on findings, replacement recommendations are to be made on an ongoing basis. The contractor shall document the condition security system devices listed below. Any system deficiencies identified during testing shall be documented along with the source and/or cause of the deficiency. Recommendation for corrective measures shall follow the system test.

4) Training hours:

Contractor shall provide 20 hours of training to facility security POC during contract period, scheduled by the VA SORCC security POC.

Clarifications:

1) DVTEL System component PM coverage within the scope of this PSA shall be found on the List of Maintained Equipment

2) All PM work is to be scheduled with SORCC in advance and to be performed during normal business hours 7 AM – 5 PM Monday-Friday.

Account Management

Provide an Account Manager to coordinate the delivery of service, offer technical assistance for system programs and engineered strategies and implement the quality assurance program. This person shall be our primary contact for all support provided by the contractor.

Documentation:

The contractor shall document each on-line and on-site service call and furnish a copy showing time, date, and a brief description of activity. Work orders for on-site system preventive maintenance shall list the inspection date, individual to report to, equipment identification, equipment location, work to be performed and any special instructions. All documentation shall be stored on an on-site service log.

Quality Assurance/Customer Report Card.

Components:

(2) Video/Closed Circuit Television

(3) VA Police Workstations with 8 TV Monitors

(2) Residential Treatment Program Workstations w/ 4 TV Monitors

(18) PTZ Network Camera

(10) Fixed Analog Cameras

(219) Fixed Dome Digital Cameras

(61) 180-360 Panoramic Digital Cameras

(7) Multi-View Digital Cameras

(29) Network Switches

(1) Media Converters Rack Mount Chassis

(7) NVR Network Video Servers

Salient Characteristics:

• Software solution must be compatible/migratable with existing Axis cameras (333)

• Software solution must be compatible with Microsoft Windows

• Open platform.

• Scalable.

• Must be compatible with existing Rasilient Servers

• A system other than the existing Milestone shall have the addition requirements below:

o Secure and protected cloud-based platform storage.

o Provides analytics as follows: Motion detection, object detection, facial and license plate recognition, integratable to other security platforms, such as two-way communication, intrusion and access control, and duress.

Repair & Replacement.

Repair or replace failed or worn components to maintain system in peak operating condition.

Components that are suspected of being faulty may be repaired or replaced in advance to prevent system failure. Under this Performance Service Agreement all labor and material associated with repair & replacement shall be handled on a time and material basis or under a fixed quote, with recommendations. Contractor shall not conduct any security system repair or replacement of components without written notification from the VA SORCC.

Emergency Onsite Response upon VA notification shall be provided seven days per week 24 hours a day. A Service Technician familiar with the security systems at SORCC shall respond with a phone call within 2 hours and shall respond onsite within eight hours after notification.

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

1. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

1. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

2. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

3. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

4. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

5. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

2. VA INFORMATION CUSTODIAL LANGUAGE

1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

2. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

3. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook

6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

5. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

6. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

7. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

8. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

9. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

10. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

11. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

12. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

3. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

1. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

2. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

3. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

4. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

5. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

6. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C.

552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

7. The contractor/subcontractor agrees to:

1. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/subcontractor is to perform;

1. Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

2. Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

8. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

1. “Operation of a System of Records” means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

2. “Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

3. “System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

4. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

9. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system).

10. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor shall provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. The vendor shall provide quarterly updates.

11. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

4. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system.

The contractor’s security control procedures must be equivalent to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA’s network involving VA information must be reviewed and approved by VA prior to implementation.

2. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

3. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor’s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

4. The contractor/subcontractor’s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA’s POA&M management process.

The contractor/subcontractor must use VA’s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary.

5. The contractor/subcontractor must conduct an annual self-assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

6. VA prohibits the installation and use of personally owned or contractor/subcontractor-owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

7. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction, or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.

8. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

1. Vendor must accept the system without the drive;

2. VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

4. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

1. The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact;

and

2. Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract.

3. A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.

5. SECURITY INCIDENT INVESTIGATION

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

2. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the…