ATT_02_RFQ_VideoSurv_SOW_06252021_NGC_07302021_NHLTS.docx

88310321Q00065, VIDEO SURVEILLANCE SYSTEM SOFTWARE AND SUPPORT SERVICES

ATTACHMENT 2 - STATEMENT OF WORK

1.0 BACKGROUND

The National Personnel Records Center (NPRC) of the National Archives and Records Administration (NARA) has a closed-circuit television (CCTV) video surveillance system at its facility at 1 Archives Drive in St. Louis, Missouri. The system is an internal network of security cameras using the VI Monitor Plus Version 7.6.1.58 (Panasonic, Video Insight) video monitoring software system. The system is monitored by on-site security officers and NARA personnel. The system is standalone and not connected to any other internal or external network.

2.0 SCOPE

For its existing surveillance system, NARA intends to engage a Vendor for the following requirements:

• to acquire or continue with the current CCTV video surveillance software and licenses (both server and client),

• to provide software training (for system users and system managers) to NARA employees and Department of Homeland Security staff members,

• to provide annual system preventive maintenance,

• to provide labor for necessary service and assistance,

• to implement one-time camera renewal to replace five (5) exterior analog CCTV cameras with digital CCTV cameras, and

• to provide additional equipment and installation, during hours service (not provided elsewhere in the PWS), and after-hours services, as may be required under a Not-To-Exceed (NTE) line item.

The contract will apply to the period from the date of award for twelve (12) months, plus four (4) option years.

3.0 DESCRIPTION OF SERVICES/REQUIREMENTS

3.1 Software and licenses (CLIN 0001). The Vendor shall provide and install video monitoring software, for system server(s) and all client workstations that can be used with current cameras, workstations, and infrastructure. The system is standalone and not connected to any other internal or external network. The software is intended to provide equal or better functionality to the current NARA-owned VI Monitor Plus Version 7.6.1.58 (Panasonic, Video Insight) video monitoring software. Or Vendor may continue to support the existing NARA owned software with current updates and patches. Replacement software must have the following capabilities:

• Supports up to 400 cameras per system and per server

• Supports up to 30 desktop clients

• Supports the existing IP cameras

• Supports resolution of 1280x960 for the fixed cameras

• Supports resolution of 704x576 for the PTZ cameras

• Provides recording capabilities at 25 or more frames per second

• Provides centralized user management

• Provides centralized alerts and event management

• Provides playback at user-selected dates and times

• Provides camera tampering alerts

• Incorporates software functions for compression or other methods of storage optimization

• Provides automatic daily configuration backup

• Video export capability (including output to USB storage devices) at every surveillance workstation

• Provides centralized camera and recorder management

• Provides storage and retrieval of images for at least 90 days

• Allows users of client software to configure appearance of monitoring screen (number and arrangement of cameras displayed)

3.2 Training (CLIN 0002).

3.2.1 For replacement software, vendors proposing to use other than the existing VI Monitor Plus Version 7.6.1.58 (Panasonic, Video Insight), Vendor shall provide two four (4) hour sessions of training as provided below.

3.2.1.1 User functions. The first session (for approximately 15 persons) will cover basic user operations in a classroom setting or at a live surveillance workstation. The basic user training will include these topics:

3.2.1.2 Management functions. The second training session (for approximately 8 persons) will also be held in a classroom setting or at a live surveillance workstation. The management training session will cover system management functions such as:

3.2.2 For Vendors proposing to provide a continuation of the existing VI Monitor Plus Version 7.6.1.58 (Panasonic, Video Insight), training is waived.

3.3 Preventive Maintenance (CLINs 0003, 0008, 0012, 0016, 0020).

3.3.1 Preventive Maintenance No Lift Required (CLINs 0003, 0012, 0020).

The Vendor shall conduct a preventive maintenance program to run system checks, adjust cameras from workstations, and to verify system operations within established standards. NARA will provide one (1) employee on site to assist with camera adjustments. The minimum maintenance will include:

(1) inspecting wires, connections, and components;

Vendors shall submit, as part of the quotation in Attachment 7, details of their proposed preventive maintenance programs (vendor shall make one PM visit each year, estimated hours for the PM visit, activities accomplished at the visit, and rationale).

Replacement of components is not part of these CLINs. Vendor shall document PM on the report forms shown in Attachment 3. If a Vendor chooses to propose a preventive maintenance reporting method in place of the forms provided in Attachment 3, Preventive Maintenance Checklists, the Vendor shall indicate that choice in Volume 1 of Attachment 8, Vendor Quote Submission Form. The Vendor shall provide copies of all proposed instructions and forms as part of the quote submission. Vendor shall provide a copy of the completed report forms and a briefing on the results to the government COR.

The quotation shall include the cost of preventive maintenance for the existing system plus the renewal described in paragraph 3.5 below. For additional equipment added after contract inception (under CLINs 0006, 0010, 0014, 0018, and 0022), the Vendor shall quote inclusive per item preventive maintenance costs under CLINs 0003, 0008, 0012, 0016, 0020 in Attachment 1, Schedule of Prices. The Government will use these per item costs to amend the contract to cover the increased preventive maintenance cost.

3.3.2 Preventive Maintenance Lift Required (CLINs 0008, 0016). The Vendor shall conduct a preventive maintenance program to clean and adjust all cameras, and to verify system operations within established standards. The Vendor shall provide the means to gain access to the system components, including external cameras mounted up to 28 feet above (and only accessible from) ground level. NARA will provide one (1) employee on site to assist with camera adjustments. The minimum maintenance will include:

(1) cleaning and inspecting of exterior camera and housing surfaces, and lens covers, lens surfaces, and mounting devices;

(2) accessing (inspect, clean, and adjust) all external cameras mounted 28 feet above ground level once every two years;

(3) inspecting wires, connections, and components;

Vendors shall submit, as part of the quotation in Attachment 7, details of their proposed preventive maintenance programs (number of visits each year, estimated hours per visit, activities accomplished at each visit, and rationale).

Replacement of components is not part of these CLINs. Vendor shall document PM on the report forms shown in Attachment 3. If a Vendor chooses to propose a preventive maintenance reporting method in place of the forms provided in Attachment 3, Preventive Maintenance Checklists, the Vendor shall indicate that choice in Volume 1 of Attachment 8, Vendor Quote Submission Form. The Vendor shall provide copies of all proposed instructions and forms as part of the quote submission. Vendor shall provide a copy of the completed report forms and a briefing on the results to the government COR.

The quotation shall include the cost of preventive maintenance for the existing system plus the renewal described in paragraph 3.5 below. For additional equipment added after contract inception (under CLINs 0006, 0010, 0014, 0018, and 0022), the Vendor shall quote inclusive per item preventive maintenance costs under CLINs 0003, 0008, 0012, 0016, 0020 in Attachment 1, Schedule of Prices. The Government will use these per item costs to amend the contract to cover the increased preventive maintenance cost.

3.4 System Service and Assistance (CLINs 0004, 0009,0013, 0017, 0021). The work under these CLINs includes labor only for diagnosis, repair, replacement, and related activities associated with malfunctions of software and the following equipment:

• internal PTZ and fixed cameras,

• external PTZ and fixed cameras,

• workstations (PCs, monitors, keyboards, mouse units)

• server(s),

• switches,

• uninterrupted power supply units, and

• individual camera power supply units

These CLINs do not include the cost of replacement equipment and parts. The Vendor shall provide service and assistance in the event of a reported system problem. The Vendor shall provide access means, such as ladders, for necessary repairs to indoor cameras and equipment. If a lift is required, it will be provided and funded under 3.6 Additional Equipment and After-Hours Service (CLINs 0006, 0010, 0014, 0018, 0022). The NARA COR and alternate COR are the only individuals authorized to contact the Vendor to obtain service or assistance.

3.4.1 Business hours assistance. Business hours are defined as Monday-Friday from 8 a.m. to 4 p.m. (except Federal holidays).

3.4.1.1 Phone assistance. Phone assistance includes unlimited routine calls from the COR and alternate COR in SOW paragraph 5.0 below. The Vendor’s technical representative shall provide troubleshooting directions to attempt to resolve the problem situation without making an on-site visit.

3.4.1.2 On-site assistance. If the phone assistance does not resolve the problem, the Vendor shall arrive at the designated location within the next business day to diagnose the problem (and make repairs, if possible). If replacement parts are required, the Vendor shall inform the COR (or alternate COR) and make arrangements for any purchase of parts and equipment (under the Additional Equipment CLINs 0006, 0010, 0014, 0018, 0022), and for the repair to be made.

3.4.2 After-hours assistance. See in paragraph 3.6.3 below for CLINs 0006, 0010, 0014, 0018, 0022.

3.5 One Time Camera Replacement of Five (5) Exterior Digital Cameras. (CLIN 0005). The Vendor shall accomplish a one-time camera renewal to acquire and install:

• five (5) replacement exterior cameras [Panasonic: (1 Unit) 40x Intelligent Zoom Stabilization iA PTZ Camera, PART #:WV-X6531N, (3 Units) 4 x 4K (33MP) iA H.265 Multi-Sensor Camera, Part #: WV-X8570N, (1 Unit) 4K Outdoor Bullet Network Camera, Part #: WV-S1572L or equivalent]

The Vendor shall provide all associated support requirements: video monitoring system software (with licenses) and hardware (including but not limited to mounting brackets, and connectors). All equipment purchased and installed by the Vendor under this CLIN is the property of the government. The Vendor shall warrant all equipment installed under this CLIN for the duration of the OEM warranty.

Exclusions.

The Vendor is not responsible under this CLIN for the costs related to:

· All cable runs needed to support the current or future expansion. The cable runs will be provided by the government and are not the responsibility of the Vendor under this contract.

3.6 Additional Equipment and During Business Hours and After-Hours Service (CLINs 0006, 0010, 0014, 0018, 0022)

3.6.1 Additional cameras and workstations. No minimum amount is guaranteed under these CLINs. The Government may choose during the base year or any option year of this contract to require the Vendor to purchase and install surveillance cameras, workstations, a server, or other system parts. The Contracting Officer will place orders by written notice to the Vendor for specified quantities of equipment at the fixed price per unit provided by the Vendor in Attachment 1, Schedule of Prices. The Vendor’s price per unit is an inclusive price for hardware, software, installation, and all associated parts and labor. The total price for the equipment shall not exceed the ceiling in the schedule. All cable runs needed to support additional equipment will be provided by the government and are not the responsibility of the Vendor under this contract.

3.6.2 Unpriced parts. Parts required to effect repairs detected under the Preventive Maintenance CLINs (0003, 0008, 0012, 0016, 0020) and the System Service and Assistance CLINs (0004, 0009,0013, 0017, 0021), and not provided for elsewhere, shall be funded under these CLNs. The price for these parts shall be set at the Vendor's invoiced cost plus a percentage markup set in Attachment 1, Schedule of Prices.

3.6.3 After-hours service. The provisions in this paragraph apply when the Government determines that assistance is required outside of the business hours specified in paragraph 3.4.1 above. The Vendor shall provide telephone response within (2) hours and, when necessary, shall be on-site to provide emergency service within (8) hours. Any labor performed on equipment or services under this paragraph will be charged at the hourly rates cited in Attachment 1, Schedule of Prices.

3.6.4 Business-hours services and lift for excluded work. The provisions in this paragraph apply when the Government determines that assistance is required for business hours services or lift use not provided for under any other CLIN. For example, a lighting strike of a camera and the replacement camera and labor and lift. Hourly rates for technical assistance and lift use as cited in Attachment 1, Schedule of Prices. This shall not be used for services under 3.4 System Service and Assistance (CLINs 0004, 0009, 0013, 0017, 0021) or under 3.3.2 Preventive Maintenance Lift Required (CLINs 0008, 0016), or under 3.3.1 Preventive Maintenance No Lift Required (CLINs 0003, 0012, 0020).

3.7 Annual Software License Renewals (CLINs 0007, 0011, 0015, 0019) The Vendor shall purchase annual software license renewals which become the property of the government. The Vendor shall install all software upgrades and patches required to maintain full system functionality.

4.0 CONTRACT SPECIFICATIONS

4.1 Period of Performance The period of performance is a base year and four option years, commencing on the effective date.

4.2 Type of Contract The contract type is Firm Fixed Price, except for Time & Materials under CLINs 0006, 0010, 0014, 0018, 0022.

5.0 ADMINISTRATION

All coordination between Vendor and NPRC will be made through the Contracting Officer’s Representative (COR).

NPRC Facilities Specialist (primary COR)

NPRC Security Manager (alternate COR)

MOB Staff (alternate COR)

Archives Management Analyst (POC)

Archives Administrative Assistant (POC) Andrea Buckalew

NARA Contracting Officer

6.0 PERSONNEL

6.1 Key Personnel The Vendor's designated Key Personnel is the Project Manager who will have a direct job performance relationship with those on-site personnel assigned to perform work requirements for the purchase order and with the Contracting Officer’s Representative (COR) or designee. The Key Personnel must have a Bachelor's Degree and at least five (5) years experience in managing security services for systems similar in size to the system in this solicitation.

6.2 Service Technicians The Vendor’s service technicians shall be trained and certified by the OEM or an equivalent certifying authority. The Vendor shall provide copies of these certifications with the quote submission.

7.0 NARA GOVERNMENT-OWNED SYSTEM

The Government will provide the Vendor with the appropriate physical access to inspect, service, and repair all component hardware and software. The existing NARA video surveillance system components are listed below. These items are government furnished equipment of system installed at:

National Personnel Records Center 1 Archives Drive St. Louis, MO 63138-1002

8.0 SHIPPING ADDRESS

9.0 Revised Section 508 Standards

9.1 IT Accessibility Requirements Exemption. Section 508 Program Need: Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be not relevant due to the exception in Attachment 13.

9.1.1 Item that Contains ICT and Exempt: VIDEO SURVEILLANCE SYSTEM SOFTWARE AND SUPPORT SERVICES

9.2 IT Accessibility Requirements. Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities.

1. Products, platforms and services delivered as part of this work statement that are ICT, or contain ICT, must conform to the Revised 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

9.2.1 Item that contains ICT: REPLACEMENT CAMERAS

9.2.2 Applicable Functional Performance Criteria: All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards, or when Chapters 4-6 do not address one or more functions of ICT.

9.2.3 Applicable requirements for software features and components: All WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application

9.2.4 Applicable requirements for hardware features and components: All requirements apply

9.2.5 Applicable support services and documentation: All requirements apply

9.2.5.1 Instructions to Offerors. Caution: These instructions are not 508 requirements, evaluation factors, or acceptance criteria.

9.2.5.1.1 Provide an Accessibility Conformance Report (ACR) for each commercially available Information and Communication Technology (ICT) item offered through this contract. Create the ACR using the Voluntary Product Accessibility Template Version 2.1 or later, located at https://www.itic.org/policy/accessibility/vpat. Complete each ACR in accordance with the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the Work Statement. Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanations column, or through additional narrative. All "Not Applicable" (N/A) responses must be explained in the remarks/explanations column or through additional narrative. Address each standard individually and with specificity, and clarify whether conformance is achieved throughout the entire ICT Item (for example - user functionality, administrator functionality, and reporting), or only in limited areas of the ICT Item. Provide a description of the evaluation methods used to support Section 508 conformance claims. The agency reserves the right, prior to making an award decision, to perform testing on some or all of the Offeror’s proposed ICT items to validate Section 508 conformance claims made in the ACR.

9.2.5.1.2 Describe your approach to incorporating universal design principles to ensure ICT products or services are designed to support disabled users.

9.2.5.1.3 Describe plans for features that do not fully conform to the Section 508 Standards.

9.2.5.1.4 Describe "typical" user scenarios and tasks, including individuals with disabilities, to ensure fair and accurate accessibility testing of the ICT product or service being offered.

9.2.5.2 Acceptance Criteria

1. Prior to acceptance, the government reserves the right to perform testing on required ICT items to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the offeror represent a higher level of conformance than what is actually provided to the agency, the government shall, at its option, require the offeror to remediate the item to align with the offeror’s original Section 508 conformance claims prior to acceptance.

Page of