A04 STATEMENT OF WORK.pdf

STATEMENT OF WORK

Access Control, Door Control and Intercom Repair Project

Northern Cheyenne Adult Detention Center

Lame Deer, Montana

Background

The Northern Cheyenne Detention Center is owned by the Bureau of Indian Affairs(BIA)and the Office of Justices Services is operating a Corrections program at the facility. The Jail has been closed to inmates for over a year. Just recently the Northern Cheyenne Tribe request it be reopened to provide a 8-hold facility for immediate hold situations for the local community.

Presently the Northern Cheyenne Detention Center is not occupied with inmates, however corrections staff are in the facility. After inspection the jail, the Bureau of Indian Affairs hired subject matter expert review proximity access control, door control and intercom system and it was determined the systems would require repairs versus replaced. Much of the hardware is still in place however, when the detention center was close, the fee of proprietary license for the software was due. The previous proprietary vendor did not respond to calls for service to the systems. Some equipment such as the, computers and monitors, were removed from the site and cannot be located. The Access Control System provides inputs to the PLC Based Detention Door Control System for door control. The Access Control System will not operate doors without the PLC Based Door Control System being operational in the current configuration.

Objectives

The objective is to provide a Lowest-Priced Technically Acceptable (LPTA) contract to provide the Northern Cheyenne Detention Center with a trouble free, low maintenance access control system, door control system intercom system made function flawlessly in all possible scenarios within the department of corrections setting. These systems shall be integrated to ensure control room operation is effective and efficient for detention employees, and also to facilitate quick response to emergent incidents, utilizing fob/keycard proximity pads.

Scope

The Northern Cheyenne Detention Center requires the repair of the existing access control, door control and intercom system and all its associated wiring and accessories and a complete fully functional non-proprietary programmable logic controller-based system. High definition color monitors, power supplies, rack mount, battery backups (UPS), switches, computer for software, application software, software programing, wiring, and controls necessary to provide coverage for the floor plan for this specific location.

Requirements

The contractor shall provide all labor, materials and equipment, to include software, software licensing cost and programming, to repair access control system, door control system, and intercom system and provide missing equipment which would restore the systems to a fully operational and durable system for this corrections setting.

The contractor shall replacement Windows-based computer to house database, Replacement software, Replacement credentials, Power supply batteries, Re-program of database, functional test.

The contractor shall install a PLC Based Detention Door Control System to include Windows 10 computer, keyboard, monitor Network Switch, UPS Battery Backup, Wonder Ware software license. Complete re-program of PLC Software based upon as-built documents. Complete system functional test.

The contractor shall install PLC Based Intercom and Paging System Input Microphone, Complete reprogram of operating Software based upon as-built documents, Complete system functional test, replacement of intercom equipment if found to be in non-working order.

The door control system shall be configured so the Detention Manager has the means to add, remove, grant, and deny access to employees, guest and maintenance personnel as the Detention Manager determines.

The systems shall be secured and configured to be an open system and shall not have proprietary restrictions on equipment and software to facilitate upgrades and repairs to the system.

It is recommended the perspective bidder visit the site before submitting a proposal. A site visit day will be set up by the Contracting Officer early on the solicitation phase.

The proposals shall include cut sheets, detailed specifications materials, detailed drawings of materials, a detailed breakout of project costs, past jobs, contact information for past jobs similar in scope and size, certification or qualifications on equipment and systems that might be associated with access control door control and intercom systems.

The contract shall responsible for quality control on this project.

The installation shall be in accordance with manufacturer’s instructions, plans, specifications and the requirements of the Statement of Work (SOW) as stated in the following paragraphs.

The repair of the existing system shall include all components and wiring associated with the existing systems.

Access control system, door control system, and intercom shall utilize wired connectivity for the standalone network and shall not be integrated with Indian Affairs (IA) systems or any IA network in any way.

An uninterruptable power supply shall be provided to run the system for a minimum of 30 minutes if primary power source is interrupted.

Contractor will provide 1 training session to no more than 30 detention personnel on the system’s functionality and operability in addition to providing three comprehensive users manuals and three (3) flash/thumb drives at the completion of training session. Training session shall be within 3 days of completed installation access control system, door control system, and intercom.

All transportation, equipment, tools, supervision, labor, materials and performance of the work specified above must be in accordance with standard industry practices, and the applicable section of National Fire Prevention Association (NFPA) codes, the National Electrical Code (NEC), Uniform Building Code (UBC), manufacturer’s recommendations and terms of the contract.

A one-year warranty for all new equipment, materials, software and installation work is required.

Contractor shall remove all debris from the work site on a daily basis.

The contractor shall dispose of all non-operational and broken equipment and associated materials removed from the site and used equipment shall not be salvaged.

Contractor shall be responsible for all damages, associated with the removal and installation of systems, incurred during this project and shall return damaged areas to original condition at no additional cost to the government.

Contracting Items

Award Basis

The government will review the lowest quote for technical acceptability ( which will include a review of the quoted materials and the quoter’s attachment for specifications), as well as make responsibility determinations of the vendor. The vendor must also be registered in System for Award Management , SAM.gov as an Small Business under the awarding North American Industry Classification System (NAICS) code in order to be eligible for award. If the lowest quoted vender is technically acceptable, is determined to be responsible and meets the set-aside requirements, that company shall receive the award (if pricing is determined to be fair and reasonable). If its determined that the lowest quoter doesnot meet the requirements stated above, the government will review the next lowest quote and review in accordance with the steps as stated herein.

Special Notes and Instructions

The Contractors quote shall include:

Overall Price quote for the project.

Renovation Plan, with a list of materials the contractor plans to use, to include detailed specification sheet provided with in this solicitation

A statement of technical capabilities which also states experience, identifying work and jobs that are similar in scope to this project that have been completed in the last 3 years, to include contract number, title, amount, period of performance, and point of contact.

Complete applicable Representations and Certifications listed in the Request for Quote (completed in SAM.gov)

Delivery

Contractor is responsible for the unloading and receiving of shipped materials and security of tools and equipment being used at the project site.

Two (2) copies of warranty documents shall be submitted to the Contract Officer’s Representative for the purpose of future repairs on new equipment.

Material storage and security is the responsibility of the contractor.

Government Furnished Property (GFP)

As-built plans and specifications for existing systems shall be provided by the government to assist determining the extent of the existing systems, however repair of equipment and replacement software shall comply with Statement of work may be of different manufacturer and make brand.

Security Considerations

Contractor Identification: When performing as contractor, the contractor shall identify themselves as contractors for the government both orally and in writing. In addition, all materials produced under contract must be labeled sufficiently to identify it as contractor produced materials. Under no circumstances shall the contractor state or imply that it is acting on behalf of the government.

No contracted personnel will be allowed access to the building without a uniform with company logo, and Identification (ID) badges with company credentials. Badges and uniform logo shall be readable at four (4) feet distance. Badge shall have name of employee, employee picture, company logo and employee ID number.

Scheduling of times on site and specific area of work shall be in a written report to be approved detention manger four (4) days before works begins. Approved scheduling shall be adhered to allow detention manager to staff properly.

The contractor shall provide the names of all personnel that are going to be working at the site for the purpose of security.

Contracted personnel maybe required to have a BIA chaperone within Northern Cheyenne Detention Center building.

Travel

Not Applicable

Special Material Requirements

Not Applicable

Other Unique Requirements or Considerations

It is recommended the perspective bidder visit the site before submitting a proposal. A site visit day will be set up by the Contracting Officer early on the solicitation phase. All costs associated with site visit are the responsibility of the bidders.

A schedule of the project shall be submitted to the Detention Manager and the Contracting Officers Representative so they may address the work schedule of their staff.

If other existing systems are required to be shut down for 2 hours to complete contracted work items. The downtime shall be minimized and schedule with the corrections and facilities staff.

The includes electrical service to the structure. If longer periods of outages are required the Contracting Officers Representative and Contracting Officer shall be notified and the contractor shall await approval before proceeding with the shutdown.

Northern Cheyenne Detention Center may be occupied with corrections staff may occupied during the period of performance. Phased systems shut down of operations may be employed if it’s beneficial to the daily operation of the Jail, Detention Manager shall approve the phasing.

However, phasing shall not extend the period of performance.

The Contractor shall provide contact information for future issues and repairs for the repaired systems and may propose an affordable six month and a yearly service agreement for the systems in this statement of work.

The contractor shall comply with all current COVID 19 safety protocol to include federal, state and tribal requirements.

Period of Performance

This contract shall have a performance period of 45 calendar days after notice to proceed.

Contractor will have access to the facility Monday-Friday between 6:30 a.m.-5:30p.m. Working time beyond normal business hours require Contracting Officer approval.

Place of Performance

Northern Cheyenne Adult Detention Center

BIA Northern Cheyenne Agency

120 Sun Bear

Lame Deer, Montana

Latitude 45.624452 N Longitude -106.667856 W

Please provide the Jail facility a 48 hour notice to prepare for your arrival.