ATCH-1 - Performance Work Statement - PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Video Surveillance System (VSS)

Maintenance, Upgrade and Expansion for Chillicothe VAMC

17 December 2024

1. GENERAL

This is a non‐personnel services contract in which the contractor shall provide technical and professional support, management, supervision, labor, equipment, supplies, regular inspec ons, complete maintenance, and urgent and emergency services in support of the Video Surveillance System (VSS) at located at Chillicothe VA Medical Center (CVAMC). The CVAMC Video Surveillance System is a cri cal component of the facility’s security system which provides security to control the integrity of the environment in order to ensure the safety of Veterans, visitors and staff. It The facility is under a 24 hours per day, 7 days per week (24/7) opera ons plan with a 24/7 Police Services Department that controls all physical security equipment. It is cri cal that the VSS be maintained regularly and serviced quickly to remain in good working condi on at all mes. The government intends to award a service contract to provide for con nual support, monitoring, upgrades and repairs to maintain 100% func onality as outlined in the Specific Task sec on of this PWS.

Contract resources will be required to accomplish correc ve and preventa ve maintenance as well as unexpected or me‐limited tasks.

The contractor shall ensure compliance with all applicable federal, state, local and VA publica ons and commercial standards to include but not limited to the following:

a. Department of Veterans Affairs Physical Security Design Manual (DVA‐PSDM) (Attachment A)

b. DVA‐PSDM Security System Application Matrix (Attachment B)

c. National Electrical Contractors Association Standards, NECA 303‐2005

d. National Television System Committee (NTSC) standards.

1.1. Performance Schedule/Contract Type/Location of Services

The government intends to award a single‐award firm fixed price contract for the effort specified herein.

The base and op on years (if any) specified in the Price/Cost Schedule shall be exercised at the discre on of the government. The authority that will be u lized to award this effort is FAR Part 13.5

(Simplified Procedures for Certain Commercial Items). Contractor shall provide services, programming, upgrades, licensing, and complete maintenance as listed in the Specific Tasks sec on.

Period of Performance periods are as follows:

Base Year: 1 February 2025 to 31 January 2026

Op on Year One (OY1): 1 February 2026 to 31 January 2027

Op on Year Two (OY2): 1 February 2027 to 31 January 2028

Op on Year Three (OY3): 1 February 2028 to 31 January 2029

Op on Year Four (OY4): 1 February 2029 to 31 January 2030

1.2 Loca on of Service: The contract shall furnish services in accordance with the terms and condi ons of this contract at the following loca on:

Department of Veterans Affairs

Chillicothe VA Medical Center

17273 State Route 104

Chillicothe, Ohio 45601

1.3 Hours of Opera on:

The business hours of opera on for Chillicothe VAMC are Monday through Friday from 0800 EST to 1630

EST, except on Federally recognized holidays. The contractor shall ensure that the help desk for this service is available during these business hours. A er hours service is included as iden fied in Specific

Task sec on

1.4 Federally Recognized Holidays:

The contractor is not an cipated but may be required to provide service on federally recognized holidays in accordance with the terms and condi ons established in this PWS to include but not limited to the following:

New Year’s Day

Mar n Luther King Jr.’s Birthday

President’s Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

1.5 General Requirements

1.5.1. Quality Control

The contractor shall develop and maintain an effec ve quality control program to ensure services are performed in accordance with this PWS. The contractor shall iden fy and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to iden fy, prevent, and ensure non‐recurrence of defec ve services. The contractor will have an on‐going quality assurance and/or quality improvement program designed to objec vely and systema cally measure, assess, and improve performance to enhance services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offer as specified by the Contrac ng Officer and upon request therea er. A er acceptance of the quality control plan, the contractor shall immediately no fy the contrac ng officer of any proposed changes to their quality control program and submit a change request in wri ng to the contrac ng officer. The contractor shall furnish copies of these records if requested by the Contrac ng Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in wri ng. The contractor’s quality control program shall include the following:

1.5.2. Quality Assurance

The government shall evaluate the contractor’s performance under this contract in accordance with the

Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3. Security Requirements and Background Checks

All contractor employees shall comply with the security and background check requirements required by

Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and condi ons of this contract at the contractor’s facility unless a mee ng and/or site visit is required which shall be coordinated with the government program manager.

1.5.4. VAMC/VAACC Iden fica on Badges

The contractor shall ensure that all personnel obtain VAMC/VAACC iden fica on badges from the

VAMC/VAACC security personnel office as appropriate in compliance with all federal and local

VAMC/VAACC facility policies in coordina on with the government program manager if required. The contractor shall check‐in with Protec ve Services on Building 18 Basement prior to work star ng and pick‐up a contractor badge. Once the project is completed, return to Building 18 Protec ve Services to return contractor badge, check out and report on completed work.

1.5.5. Physical Security: Not Applicable

1.5.6. Key Control: Not Applicable

1.5.7. Lock Combina ons: Not Applicable

1.5.8. Post Award Conference/Periodic Progress Mee ngs

The contractor agrees to a end any post award conference convened by the contrac ng ac vity or contract administra on office in accordance with Federal Acquisi on Regula on Subpart 42.5. The contrac ng officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these mee ngs the contrac ng officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced.

Appropriate ac on shall be taken to resolve outstanding issues. These mee ngs shall be at no addi onal cost to the government.

1.5.9. Government Program Manager (Government PM)

The government PM will be iden fied by the cognizant government Contrac ng Officer in wri ng. The

PM monitors all technical aspects of the contract and assists in contract administra on. The PM is authorized to perform the following func ons: assure that the contractor performs the technical requirements of the contract: maintain wri en and oral communica ons with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and no fies both the contrac ng officer and contractor of any deficiencies; coordinate availability of government furnished property and provide site entry of contractor personnel. The PM shall be specified in wri ng by the CO and is not authorized to change any of the terms and condi ons of the resul ng contract.

1.5.10. Key Personnel

The following personnel are considered key personnel by the government:

1.5.10.1. Project Manager and Alternate Project Manager

1.5.10.2. Dedicated/Obligated Service Technician – a qualified and cer fied technician whose place of residence is within 60 miles of facility.

1.5.10.3. Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in wri ng to the contrac ng officer. The contract manager or alternate shall have full authority to act for the contractor on all contract ma ers rela ng to daily opera on of this contract.

1.5.11. Iden fica on of Contractor Employees

All contract personnel a ending mee ngs, answering government telephones, and working in other situa ons where their contractor status is not obvious to third par es are required to iden fy themselves as such to avoid crea ng an impression in the minds of members of the public that they are

Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor par cipa on is appropriately disclosed.

1.5.12. Contractor Travel: Not Applicable

1.5.13.Other Direct Costs: Not Applicable

1.5.14.Data Rights: Not Applicable

1.5.15. Organiza onal Conflict of Interest: Not Applicable

1.5.16. Phase‐In /Phase‐Out Period: Not Applicable

2. Definitions and Acronyms

2.1. Definitions

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpa ent units for

VAMC nursing homes.

CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub‐contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and condi ons of this contract at all‐ mes.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determina ons and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contrac ng Officer to administer the contract. Such appointment shall be in wri ng and shall state the scope of authority and limita ons. This individual has authority to provide technical direc on to the contractor as long as that direc on is within the scope of the contract, does not cons tute a change, and has no funding implica ons. This individual does NOT have authority to change the terms and condi ons of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non‐manufactured things such as mee ng minutes or reports.

GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contrac ng officer in wri ng to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direc on to the contractor as long as that direc on is within the scope of the contract, does not cons tute a change, and has no funding implica ons.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selec on process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evalua on factor in compara ve analysis procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quan ty that the contract or purchase order shall not exceed.

PHYSICAL SECURITY. Ac ons that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those ac ons taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized wri en document specifying the surveillance methodology to be u lized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for execu ng the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step‐by‐step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor).

THE JOINT COMMISSION (TJC). A na onal not‐for‐profit organiza on dedicated to administering accredita on programs that improve the care, safety and treatment of pa ents in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precau ons which shall be taken by the contractor when it is an cipated that an individual may encounter blood or body fluid while performing normal du es which require the use of personal protec ve equipment (e.g., gloves).

2.2. Acronyms

AQL Access Control List

CBOC Community Based Outpa ent Clinic

CFR Code of Federal Regula ons

CLC Community Living Centers

CO Contrac ng Officer

CONUS Con nental United States (excludes Alaska and Hawaii)

COR Contrac ng Officer’s Representa ve

COTR Contrac ng Officer's Technical Representa ve

COTS Commercial‐Off‐the‐Shelf

FAR Federal Acquisi on Regula on

HIPAA Health Insurance Portability and Accountability Act of 1996

NHCU Nursing Home Care Unit

NTE Not to Exceed

OCI Organiza onal Conflict of Interest

OCONUS Outside Con nental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

OAC Ohio Administra ve Code

ORC Ohio Revised Code

PIPO Phase In/Phase Out

PACS Physical Access Control System

POC Point of Contact

PM Program Manager

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Plan

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

SaaS So ware as a Service

SMS Security Management System

SSA Site Support Agreement

TE Technical Exhibit

VAAR Veteran’s Administra on Acquisi on Regula on

VAPS VA Police System

VISTA Veteran’s Health Informa on Systems and Technology Architecture

VSC VHA Service Center

VAACC Veteran’s Administra on Ambulatory Care Clinic

VAMC Veteran’s Administra on Medical Center

VHA Veteran’s Health Administra on

VHA PM Veteran’s Health Administra on Procurement Manual

3. Government Furnished Items and Service: The CVAMC Protective Services (Building 18, Basement) has (14) multi‐lens cameras that are required to be installed under Specific Task 9.

3.1. Services: Not applicable

3.2. Facilities: Not applicable

3.3. Utilities: Not applicable.

3.4. Equipment: Not applicable

3.5. Materials: Not applicable

4. Contractor Furnished Items and Responsibilities

4.1. General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall provide the supplies as specified in this

PWS.

5. Requirements – Specific Tasks

5.1 GENERAL

The specific tasks specified in this sec on are requirements that the contractor shall comply with in accordance with the terms and condi ons of the contract. The contractor shall provide con nual support, monitoring, upgrades and repairs to maintain 100% func onality of the system. Please note that the system shall have the capability to be expandable if needed to provide for addi onal capability which shall only be authorized by a warranted government contrac ng officer.

5.1.1. SPECIFIC TASK 1 – Complete System Assessment

The contractor shall, within one month a er contract award, conduct a complete system survey and test/assessment of all components including cameras, database management, servers, so ware and licenses. At a minimum, the system survey and test conducted by the contractor must include:

o Shall complete a survey to identify and verify all components on system o Shall complete Performance Verification Testing to ensure all components are operating within industry standards and VA suggested parameters and that all components are optimally integrated and functional o Shall provide diagram documentation (plans and drawings) to include:

o Location of cameras by building/room.

o Manufacturer, Make, and Model of all cameras and components.

o Serial numbers of all equipment.

o Complete list of all IP addresses.

o Shall complete a life expectancy report and condition of the components.

5.1.2. SPECIFIC TASK 2 – Repair/Replace Serviceable Components

The contractor shall repair or replace (with new and not refurbished parts) all serviceable VSS components including cameras, database management, server, worksta ons, and other accessories that are not opera ng within manufacturer suggested parameters in order to maintain full system func onality.

5.1.3.SPECIFIC TASK 3 – Preven ve Maintenance

The contractor shall perform annual preven ve maintenance of all components and ongoing general upkeep services on the en re VSS to maintain full system performance and func onality to include but not limited to the following on‐site ac vi es:

o Shall perform inspection of all equipment for mechanical defects.

o Shall perform camera lens cleaning and adjustments.

o Shall perform calibration verification.

o Shall perform visual inspection and operational test of all covered components to ensure operation within manufacture suggested performance parameters.

o Shall conduct system component performance verification testing to ensure operations are within the manufacturer, industry and VA suggested parameters and integrations with existing systems are functioning correctly.

o Shall ensure cable pathways and labeling schemes meet standards as prescribed by the

Electronic and Telecommunications Industry Alliance (EIA/TIA) and that installation meets local and VAMC building code requirements.

o Shall conduct corrective maintenance of system functionality.

o Shall povide verification of device or system (includes system servers and other computer based hardware/software systems) to be in operating state according to manufacturer and other specifications, separate from restorative repairs.

o Shall inspect all system components to verify the physical integrity, safety and performance meet necessary functional requirements.

o Shall access and provide quarterly report on life expectancy and condition of components.

o Shall provide projected VSS replacement schedule for end‐of‐life‐cycle for all components including cameras, database management, servers and workstations.

5.1.4. SPECIFIC TASK 4 – Correc ve Maintenance/Repair

The contractor shall provide correc ve maintenance and repair on an ongoing basis and when specifically requested by the CVAMC staff due to system failure or malfunc on in order to maintain op mal system performance and to extend the useful life of the equipment. The VAMC Office of

Informa on and Technology (OIT) does not allow contractors to remote into the system for diagnos cs.

Therefore, contractor on‐site support is required. The contractor shall ensure that correc ve maintenance and repair include at a minimum the following:

o Shall test hardware, software and other components for defective or marginal operation.

o Shall repair or replace hardware, software and other components not operating within manufacturer, industry or VAMC recommended guidelines.

o Shall conduct connectivity assessments, reload or update software as needed.

o Shall completed when necessary submission and close out actions of Helpdesk Tickets

(extension 7234).

o Shall provide a maintenance report to the CVAMC government program manager.

5.1.4.1. Cri cal Area Response

The contractor shall provide, in the event of an emergency VSS outage in a Cri cal Area, on‐site support within four (4) hours to assess the situa on and determine the appropriate ac on to remedy the problem. If the contractor is not able to immediately repair or replace the affected equipment, components, or cameras, the contractor shall install temporary equipment to ensure that the VSS system is fully func oning at all mes (24/7) at no addi onal cost to the government. The temporary system shall be used un l the new system is available to be installed by the contractor (See a achment D, Cri cal Area Lis ng).

5.1.4.2. Non Cri cal Area Response

The contractor shall provide, in the event of a VSS outage in a Non‐Cri cal Area, on‐site support within twelve (12) hours to assess the situa on to determine the appropriate ac on to remedy the problem.

No camera in a Non‐Cri cal Area shall be down longer than 24 hours. If the contractor is not able to immediately repair or replace affected equipment, the contractor shall install a temporary device to ensure that the VSS system is fully func oning at no addi onal cost to the government. The temporary system shall be used un l the new system is available to be installed by the contractor (See A achment

E, Non‐Cri cal Area Lis ng).

The contractor shall provide a report for all maintenance/repair work completed under the contract which must be provided to Police Services within one week of comple on of services. At a minimum, the report shall provide the following data points, which may be adjusted based on the individual project by the government program manager (PM), at no addi onal cost to the government:

o Date of service;

o Location of camera (building/room);

o Serial number of items serviced;

o Description of problem/deficiencies;

o Description of services provided;

o Confirm system operating correctly;

o Life expectancy report;

o IP addresses and codes;

o LAN/WAN connectivity design;

o Ports and protocol requirements.

5.1.5. SPECIFIC TASK 5 – Complete System Test

The contractor shall perform one (1) complete system test annually, or otherwise as recommended by manufacturer, to confirm all systems are func oning correctly IAW Sec on 8.2, DVA‐PSDM guidelines.

This is in addi on to the test performed in Specific Task 1.

5.1.6. SPECIFIC TASK 6 – System Updates and Support

The contractor shall provide a comprehensive security so ware support plan to renew the current licensing and so ware support agreements and keep them current throughout the contract period, as well as keep pace with all so ware and firmware revisions and advancements as they are made available by manufacturers. Such revisions shall keep the installed system opera ng with the latest technology and at peak performance. So ware upgrades typically occur annually, however many mes they have been released several mes throughout a given calendar year and must be updated within 30 days of release (see A achment C, List of Installed Equipment)

5.1.7. SPECIFIC TASK 7 – Annual Training

The contractor shall provide hands‐on operator training on the ExacqVision Video Management System to CVAMC staff at the Chillicothe VAMC on an annual basis. The hands‐on training shall include the use of ExacqVision so ware and devices at the operator level and the full func oning capabili es of the

ExacqVision VMS. Training will be conducted in (2) 4‐hour sessions annually.

In addi on, the contractor shall conduct yearly administrator hands‐on training for select VA personnel

(Physical Security Officers, Human Resource and CVAMC Engineering Representa ves) covering system administra on, forensic retrieval, and configura on op miza on. The contractor shall provide

Chillicothe VAMC administra ve rights to the system to make repairs/changes locally in cases of power failure, so ware updates, etc. Administrator training will be conducted in (1) 4‐hour session annually.

5.1.8. SPECIFIC TASK 8 – Annual Reports

The contractor shall deliver annual reports to the government program manager (PM) at the CVAMC requiring office which shall include the following:

o Shall provide annual system performance verification testing report to ensure all operations are within the manufacture and VAMC suggested parameters and are fully integrated and working with the existing system;

o Shall provide annual training report indicating VAMC staff operators trained, date of training, training program of instruction and system operator manuals used;

o Shall provide annual equipment life expectancy report and condition of components;

o Shall provide annual report identifying projected VSS replacement schedule;

o Shall provide diagram documentation in annual report (plans and drawings) to include the following:

o Shall provide location of each camera (building/room).

o Shall provide type for each camera.

o Shall provide serial number for each camera.

o Shall provide life expectancy for each camera.

o Shall provide complete list of all IP addresses.

5.1.9. SPECIFIC TASK 9 – Annual Equipment Addi ons

5.1.9.1. The contractor shall provide all labor, equipment, cameras, licenses, so ware support, and parts to allow for a number of addi ons to the exis ng system on an annual basis as outlined below by op on period (es mated):

Base Period: The contractor shall install fourteen (14) government provided mul ‐lens cameras at customer designated loca ons. The mounts, cabling, licenses, and accessories shall be provided by the contractor. The contractor shall rocure and install an addi onal (14) exterior PTZ cameras and all associated licenses, hardware, accessories, li s, and cabling to replace exis ng

EOL PTZ cameras.

Op on Year One (OY1): The contractor shall procure and install ten (10) VSS cameras.

Op on Year Two (OY2): The contractor shall procure and install ten (10) VSS cameras.

Op on Year Three (OY3): The contractor shall procure and install ten (10) VSS cameras.

Op on Year Four (OY4): The contractor shall procure and install ten (10) VSS cameras.

5.1.9.2. If addi onal Server Storage is required to support the camera addi ons IAW DVA‐PSDM, the contractor shall provide addi onal servers to CVAMC at no addi onal cost to the government. In addi on, the contractor shall ensure that video storage calcula ons will be provided to the CVAMC annually.

5.1.9.3. The contractor shall ensure that no installs under this specific task shall take place in an area that is further than 300 feet away from a VA data switch. Per VA policy and procedures, all camera connec ons to the switch shall be made with CAT6 ethernet cable. If needed, the contractor shall be responsible for any addi onal CAT6/booster installa on. Note – cameras shall not be daisy chained as one port on a switch cannot be used for more than one IP device.

5.1.9.4. The camera provided by the contractor under this specific task shall be compa ble with the current VSS system and have the minimal capabili es as outlined below and a ached in Sec on D.2 of the Physical Security Design Manual for VA Mission Cri cal Facili es. See Salient Characteris cs and

Sec ons 10.4.3.1‐10.4.3.9 and 10.4.6.1‐10.4.6.3 of the Physical Security Design Manual for VA Mission

Cri cal Facili es. See Security System Applica on Matrix a achment for the type of camera (Fixed

Camera, Pan/Tilt/Zoom (P/T/Z), Controller, Video Monitor and Local Recording Device) needed at site specific hospital loca ons.

5.1.9.5. General Camera Requirements:

The contractor shall conform to Na onal Television System Commi ee (NTSC) forma ng criteria;

The contractor shall ensure the color and auto‐day/night feature to digitally switch from color to black and white when light levels drop below normal specifica ons;

The contractor shall ensure the system is rated for con nuous opera on;

The contractor shall ensure each camera func on and ac vity shall be addressed within the system by unique twenty‐character user defined name. The use of codes or mnemonics iden fying the VASS ac on shall not be accepted;

The contractor shall ensure that all fixed cameras are the primary means of surveillance to monitor designated access control and monitoring points;

The contractor shall ensure fixed cameras are used to monitor interior building areas;

The contractor is advised that P/T/Z cameras may be used to provide supplemental coverage of building interiors where necessary;

The contractor shall ensure that P/T/Z cameras are used and deployed for all site parameters and exterior building areas.

The contractor shall ensure that all cameras and lenses shall be enclosed in tamper resistant housing.

The contractor shall ensure that all cameras and lenses shall be rated to protect against unique weather elements including hot and cold that is associated with the specific facility condi ons and geographical area.

The contractor shall ensure that all cameras are rated to operate in temperatures of ‐40 degrees F to 140 degrees F, they should be non‐vandal/vandal resistant, PTZ’s should have the capability of a 30x op cal zoom, 360‐degree panning and 90‐degree lt.

5.1.10. DELIVERABLES. The contractor shall treat all deliverables under the contract as the property of the U.S. government for which the government agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.1.11. RECORDS. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

5.1.12. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the

Freedom of Information Act.

5.1.13. The contractor shall not create or maintain any records containing any government agency records that are not specifically tied to or authorized by the contract.

5.1.14. The government agency owns the rights to all data/records produced as part of this contract.

5.1.15. The government agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient documentation with all deliverables to permit the agency use.

5.1.16. The contractor agrees to comply with Federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e‐mail, fax, etc.] or state of completion

[draft, final, etc.].

5.1.17. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

5.1.18. The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub‐contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract.

The contractor (and any sub‐contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.1.19. The contractor shall be responsible for any damages to the CVAMC premises (i.e. paint, wall coverings, etc.) if damage occurred during the course of the work performed. The contractor must point out all damaged items and submit a plan of action to fix and/or replace the damage to Protective Services.

5.2. VA INFORMATION CUSTODIAL LANGUAGE

5.2.1. Informa on made available to the prime contractor or their subcontractors through the prime contractor by VA for the performance or administra on of this contract or informa on developed by the contractor and their subcontractors in performance or administra on of the contract shall be used only for those purposes and shall not be used in any other way without the prior wri en 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).

5.2.2. The prime contractor and their subcontractor(s) shall store, transport, or transmit VA sensi ve informa on in an encrypted form, using VA‐approved encryp on tools that are at a minimum, FIPS 140‐2 validated.

5.3. SECURITY INCIDENT INVESTIGATION

5.3.1 The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensi ve informa on, or an ac on that breaches VA security procedures. The contractor/subcontractor shall immediately no fy the GOVERNMENT PM and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensi ve informa on, including that contained in system(s) to which the contractor/subcontractor has access.

5.3.2 To the extent known by the contractor/subcontractor, the contractor/subcontractor’s no ce to VA shall iden fy the informa on involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA informa on or assets were placed at risk or compromised), and any other informa on that the contractor/subcontractor considers relevant.

5.4 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and condi ons established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.4.1 Invoicing Procedures. The contractor shall submit invoices monthly in arrears in accordance with:

852.232‐72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

The contractor shall only invoice for authorized work completed not‐to‐exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE for this contract. The contractor shall ensure all invoices reference the following informa on to be considered for payment by the government:

o Contract Number and Task Order Number o Purchase Order (PO) Number o Actual quantity of authorized work completed by Contract Line‐Item Number (CLIN) o Other information requested by the CO or authorized government representative(s) designated in writing by the CO.

5.4.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and condi ons of this contract at the rates specified in the PRICE/COST SCHEDULE which shall be priced as all‐inclusive of all costs required to perform services under this contract summarized as follows:

5.4.2.1 All Inclusive Pricing | Fully Burdened. All prices established in the PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administra ve (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges.

5.4.2.2 No Long‐Distance Phone Charges Authorized. If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll‐free number is available at all me for accep ng the VA phone calls and faxes.

5.4.2.3 No Hotel Charges Authorized. Reimbursement for contractor employees that stay in a hotel will not be authorized.

5.4.2.4 No Toll Charges. Although there are currently no toll charges in the state of Ohio, it is agreed and understood that the prices quoted in the PRICE/COST SCHEDULE do not include any ferry, bridge, tunnel or road toll charges.

5.4.3 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the GOVERNMENT PM or CO.

5.5 EMPLOYEE STANDARDS AND CERTIFICATION REQUIREMENTS. All services performed by contractor employees under this contract shall comply with all applicable Federal, State, Local and Department of

Veterans Affairs requirements.

5.6 DISASTER PLANS. In case of a disaster, natural or man‐made, the contractor shall u lize maximum available resources to assist in providing services to government.

5.7 WAGE RATES AND SERVICES CONTRACT ACT.

5.7.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determina ons as applicable in the county in which the services are provided.

5.7.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the

Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

5.8 Applicable Publica ons, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor must abide by all applicable regula ons, publica ons, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

5.9 TRAINING. All contractor employees shall comply with the training requirements required by

Federal, State, Local and Department of Veterans Affairs policies and procedures.

5.10 CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS). The contractor is required to register in the Contractor Performance Assessment Ra ng System (CPARS). As prescribed in Federal

Acquisi on Regula on (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the dollar threshold specified in the FAR and may share those evalua ons with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evalua ons prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database informa on is shared with the Past Performance Informa on Retrieval System (PPIRS) database, which is available to all Federal Agencies.

5.10.2.1 Each contractor whose contract award is es mated to exceed the dollar threshold specified in the FAR shall be required to register with the Contractor Performance Assessment Ra ng System (CPARS) database at the following h ps://www.cpars.gov/ or by calling (207) 438‐1690. Registra on should occur no later than thirty days a er contract award and must be kept current should there be any change to the contractor’s registered representa ve.

5.10.2.2 For contracts with a period of one year or less, the contrac ng officer will perform a single evalua on when the contract is complete. For contracts exceeding one year, the contrac ng officer will evaluate the contractor’s performance annually. Interim reports will be filed each year un l the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representa ve for comment. The contractor representa ve will have thirty days to submit any comments and re‐assign the report to the VA contrac ng officer.

5.10.2.3 For contracts with a period of one year or less, the contrac ng officer will perform a single evalua on when the contract is complete. For contracts exceeding one year, the contrac ng officer will evaluate the contractor’s performance annually. Interim reports will be filed each year un l the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representa ve for comment. The contractor representa ve will have thirty days to submit any comments and re‐assign the report to the VA contrac ng officer.

6.Performance Requirements:

Performance Requirements Summary: The performance requirements are the thresholds of minimum acceptable levels of service cri cal to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance

Objec ves

Performance Standard Acceptable

Quality Level

(AQL)

Method of Monitoring

1) Services The contractor shall ensure that all services are provided r in accordance with the PWS and the terms and condi ons of the contract. The contractor shall provide a POC that is available by telephone 24/7 and shall

98%

Compliance

The PM, COR and/or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance be able to respond to service calls within 24 hours of request by the government. If services do not conform to contract requirements, the government may require the contractor to perform the services again in conformity with contracts requirements at no addi onal cost to the government, if necessary. The contractor shall provide a correc ve solu on to any system equipment and services failures within 48 hours of any given request by the government program manager (PM) and/or government contrac ng officer (CO) Failure to perform may result in a contract termina on IAW

FAR 52.212‐4(m).

with this performance standard.

2) System

Up me Rate

The contractor shall maintain a 98% up me rate for all interac ve digital screens and signage to include mul ‐ media medical library and wireless

LAN capability. The up me rate shall be calculated by subtrac ng (‐) the number of inoperable digital screen by the total number of digital screens for all loca ons which shall be divided

(/) by total number of screens to determine the compliance percentage rate for this performance metric. Failure to perform may result in a contract termina on IAW

FAR 52.212‐4(m).

98%

Compliance

The PM, COR and/or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance with this performance standard.

3) Ad Hoc

Reports

The contractor shall provide ad hoc status reports as requested by the government as specified in accordance with the terms and condi ons established in the contract.

95%

On‐Time

The PM, COR and/or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance with this performance standard.

4) Invoicing

Accuracy, Timeliness and

Billing Errors

The contractor shall submit invoices in a mely manner for work performed on a monthly basis in the arrears not later than 2 weeks a er performance in accordance with the

PRICE/COST SCHEDULE, the PWS and the overall terms and condi ons established in the contract.

98%

Compliance

The PM, COR, and/or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance with this performance standard.

5) Compliance with English

Language

Requirement

The contractor shall ensure that all employees are fully proficient in the

English language at a level sufficient to seamlessly perform all services required in accordance with the terms and condi ons of this contract.

100%

Compliance

The PM, COR, an/ or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance with this performance standard.

6) Compliance with FAR

52.219‐14

Limita ons on

Subcontrac ng

Requirements

The contractor shall submit confirma on of compliance with the

FAR 52.219‐14 ‐‐ Limita ons on

Subcontrac ng requirement that “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern” as specified by the Contrac ng Officer

(CO) in wri ng within four (4) hours of request.

100%

Compliance

The Contrac ng Officer (CO) will conduct random compliance checks with the contractor as necessary.

7) Compliance with DOL Wage

Determina on

Labor Rate

Requirement

The contractor shall submit confirma on of compliance with the current Department of Labor (DOL) wage determina on (WD) hourly rate if requested by the Contrac ng

Officer (CO) in wri ng within four (4) hours of request which may include an itemized list of the hourly rate being paid for all employees performing services under this contract.

100%

Compliance

The Contrac ng Officer (CO) will conduct random compliance checks with the contractor as necessary.

8) Equipment All contractor furnished equipment shall be provided by the contractor in accordance with the PWS and the terms and condi ons of the contract.

If equipment does not comply with contract requirements, the government may require the contractor to provide equipment that is fully func oning in compliance with the contract requirements at no addi onal cost to the government, if necessary. Failure to perform may result in a contract termina on IAW

FAR 52.212‐4(m).

100%

Compliance

The PM, COR and/or government representa ve designated in wri ng by the

CO will conduct random checks to ensure compliance with this performance standard.

NOTE: The performance of these requirements by contractor will be documented by the government in the CPARS system based on the contractor’s ability to comply with the terms and condi ons established in the contract.

A achments:

A. VA Physical Security and Resiliency Design Manual

B. Appendix B, VA Physical Security and Resiliency Design Manual

C. Installed Equipment List

D. Critical Area List

E. Non‐Critical Area List