Attachment 1 - SOW - Topeka Security Camera.docx

VHA Member Services Topeka Security Camera Installation Statement of Work

1. General Information:

1.1 Background: The Veterans Health Administration – Member Services Call Center (VHA-MSCC) located at 3401 SW 21st street, Building 9, Topeka KS 66604 is seeking to obtain a qualified Contractor who can demonstrate the required capability to provide and install a complete CCTV system with 42 cameras (35 inside and 7 outside of the building) and attach to our existing CCURE security access system. Building 9 has three stories, consisting of open office spaces, private offices, public restrooms, breakrooms, conference rooms, training rooms, and two elevators. Total square footage of the building is approximately 66,000 square feet.

1.2 Scope: The Contractor shall provide and install security cameras at each designated interior and exterior location. Access control devices and CCTV cameras will be connected to panels located in A-016 and be fully operational to the standards in this SOW. ACSS computer (Windows 10) and CCure 9000, Version 2.30 software are government provided. Footage and item quantities are estimates and it is recommended contractor field verify.

1.3 Objectives: Obtain a qualified contractor to provide and install a fully operational Closed-Circuit TV (CCTV) system for the MSCC located at. 3401 SW 21st street, Building 9, Topeka KS 66604. The goal of this acquisition is to ensure the security of our facility and provide a safe work environment for staff.

1.4 Place of Performance: The place of performance for this project is 3401 SW 21st street, Building 9, Topeka KS 66604.

1.5 Period of Performance: Work shall begin within 30 days ARO and take no more than 90 days to complete all work.

· Federal Observed Holidays and Military Training Holidays: Work will not be scheduled on Federal holidays or days observed in lieu of days. The Federal holidays listed below are observed. When a holiday falls on a Sunday, the following Monday will be observed as the holiday. When the holiday falls on a Saturday, the preceding Friday will be observed as the holiday. When a service is required fewer than three times per week and the time for that service falls on a holiday the work shall be accomplished on the day following or preceding the holiday.

· New Year’s Day

· Martin Luther King’s Day

· Presidents’ Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans’ Day

· Thanksgiving Day

· Christmas Day

· Hours of Operation: The Contractor shall schedule all normal work requirements to be performed during the hours of 7:30 a.m. to 4:00 p.m., Central Standard Time (CST), Monday through Friday with the exception of 10 cameras that must be done after hours (after 7:30p until 6am M-F or any hours Saturday or Sunday), unless advanced coordination is made and approved between the Contractor and the Contracting Officers Representative (COR). The Cameras that are to be installed after hours are B-009-hall, A15E, A116, C128, A202 hallway, A218 hallway, C231 hallway and C225.

· Facility Severe Weather Closure: If the VHA facility is closed due to emergencies, administrative closings, or severe weather strikes prior to the workday, Contractor employees shall listen to one of the local radio and television stations for operations announcements regarding Member Services Building closures and shall be verified with the COR by phone.

1.6 Site Visits: A site visit is scheduled for this requirement on June 1, 2021 at 8:00 am CST. The point of contact for the site visit is, Brandon Terhune, 785-817-2724.

1.7 Quality Control: Quality control is the Contractor’s responsibility. Contractor quality controls are how the Contractor assures the services are accomplished in accordance with (IAW) contract documents. The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed IAW this PWS and associated documents.

1.8 VA Quality Assurance: The VHA is responsible for quality assurance and will monitor the Contractor’s performance under this SOW. The COR is the VHA’s Quality Assurance Evaluator.

1.9 Key Card Control: If required, the Contractor shall establish and maintain a key control system to ensure the key cards issued to the Contractor are not lost, stolen, or used by unauthorized persons. The COR and Contractor will conduct an initial inventory on all key cards prior to the start of contract performance. The Contractor shall develop procedures covering key card control that shall be included in the QCP. Such procedures shall include turn-in of any issued key card by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate key cards to the COR. The Contractor and COR shall review and inventory all key cards issued to Contractor. If any key cards are lost it shall be reported to the COR.

1.10 Documentation: The contractor shall prepare, submit, and maintain copies of QC inspection schedules and QC inspection reports of all QC activities. Contractor shall develop the necessary schedule format and inspection report forms and submit to the COR. These reports shall include factual evidence that inspections had taken place, deficiencies were noted, and corrective action was taken to correct the deficiencies.

1.11 Post-Award Conference and Periodic Progress Meetings: The selected Contractor shall attend a post- award meeting organized and scheduled by the COR (i.e. David Herring). The COR is responsible for coordinating the Post award conference with the selected Contractor/CO and any subsequent progress meetings etc.

1.12 Contracting Officer’s Representative (COR): The COR is an authorized representative of the Contracting Officer. A letter of designation will be issued with the award stating who the COR will be. The delegation memo will state the responsibilities and limitations of the COR. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

1.13 Contractor’s Key Personnel: The Contractor shall provide an employee point of contact who shall be responsible for the performance of the work. The employee shall have full legal authority to act for the Contractor on all work matters relating to daily operations of the requirement. The individual shall be available between 7:30 a.m. to 4:00 p.m., CST, Monday through Friday except Federal holidays or when the VHA facility is closed.

1.13.1 Identification of Contractor Employees: All Contractor employees report to duty with a government issued photo ID. They will be issued a temp MS key card that will allow access to the building. They must wear that key wear the card while working in the building.

1.13.2 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the VHA. The Contractor shall ensure their personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring any Contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor shall ensure no Contractor employees conduct political related activities or events on the campus.

Contractor shall ensure Contractor employees conduct themselves in a courteous and professional manner at all times and are dressed appropriately for the functions they perform, including shirts, pants, shoes, socks, and personal safety clothing and equipment. All clothing shall be neat, clean, and free of stains, tears or offensive language, symbols, or graphics. Hoodies are permitted, but hoods must be down within the facilities. Contractor uniforms are not required. Use of personally owned cell phones in VHA facilities, except in designated areas, during contract performance is prohibited.

1.13.3 Emergency Medical Treatment: Emergency medical treatment and services for Contractor employees is the responsibility of the Contractor. The VHA will not provide occupational health or industrial hygiene services to Contractor employees.

The Contractor shall have competent employees trained and capable of dealing with minor employee injuries. Contractor employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall, in turn, notify the CO or COR within 30 minutes of the incident.

1.13.4 Accessibility: If the facility is inaccessible, immediately contact the COR for access.

1.14 Safety Compliance - VHA Versus Contractor Responsibilities

· Warning Signs: Display warning signs in all areas where Contractor operations may cause traffic obstructions or personal hazards. All signs shall be placed so that they are visible from all approaches.

· Accessibility: Hallways, stairways, entrances, and doorways shall not be obstructed by any maintenance operations or storage of equipment or materials.

· Storage of Equipment: Equipment shall be stored in space provided by the VHA. Equipment shall be secured or removed from the buildings when not being used.

2. Definitions, Acronyms, and Abbreviations

· Contract Discrepancy Report (CDR) - A formal, written documentation of Contractor nonconformance or lack of performance for contracted work.

· Contracting Officer’s Representative (COR) - An employee of the VHA appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract

· Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the VHA. The term used in this contract refers to the prime.

· Deficiency - A shortcoming in the quality or state of service performed.

· Equipment - A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

· Fiscal Year (FY) - The period of 1 October to 30 September each year.

· VHA-Furnished Property (GFP) - Property owned and furnished by the VHA for Contractor or resident use without charge or on a reimbursable basis as indicated in the contract.

· VHA-Furnished Service (GFS) - Service furnished by the VHA for Contractor or resident use without charge or on a reimbursable basis as indicated in the contract.

· VHA Property - All property owned or leased by the VHA. VHA property includes both VHA-furnished property and contractor-acquired property. VHA property includes material, equipment, special tooling, special test equipment, and real property. VHA property does not include intellectual property and software.

· Key Personnel - Contractor employees that are evaluated in a source selection 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 evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The prime contractor is responsible for performance of all subcontractors.

· Loss of VHA Property - Unintended, unforeseen, or accidental loss, damage, or destruction of VHA property that reduces the VHA’s expected economic benefits of the property. Loss of VHA property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of VHA property includes but is not limited to:(1) Items that cannot be found after a reasonable search; (2) Theft: (3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or (4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

· Material - Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

· Performance Requirements Summary - Identifies the key service outputs of the contract that will be evaluated by the VHA to assure contract performance standards are met by the Contractor.

· Physical Security - Actions that prevent the loss or damage of VHA property.

· Property - All tangible property, both real and personal.

· Quality Assurance (QA) - The VHA procedures to verify that services being performed by the Contractor are performed according to acceptable standards and meets the requirements of the contract.

· Quality Control (QC) - All necessary measures taken by the Contractor to ensure the quality of an end product or service shall meet contract requirements.

· Standard - An acknowledged measure of comparison.

· Subcontractor - One that enters into a contract with a prime contractor. The VHA does not have privity of contract with the subcontractor

· Submittal - Anything that can be physically submitted or delivered, but may include non-manufactured things such as meeting minutes or reports

· Trash - The unwanted or discarded material resulting from commercial and industrial operations and from normal Fort Riley activities. Includes cardboard boxes.

· Trash Removal - Includes the pickup and removal of all papers and other debris.

· Workday - The number of hours per day the Contractor provides services IAW the contract.

· Work Week - Monday through Friday, unless specified otherwise.

3. VHA Furnished Property and Services

3.1 Utilities: The VHA will furnish, without charge to the Contractor, electricity, water, and sewage to support Contractor operations while performing the services specified herein. The Contractor is responsible for operating under conditions that preclude the waste of utilities and shall instruct employees in utilities conservation practices IAW paragraph 1.6.30, Conservation of Utilities.

4. Contractor Furnished Items and Responsibilities

4.1 General: Contractor shall furnish all materials, tools, equipment, communications devices, transportation, fuel, personnel, and supplies; estimates, plans, schedules, records, reports, licenses, registrations, certifications, permits, and signs required to perform the services of this requirement.

4.2 Equipment: All equipment shall be inspected by the contractor prior to use to ensure safe operating conditions. Any equipment found to be a hazard or non-serviceable shall be removed from the facility upon discovery.

4.3 Caution Signs: Caution/safety signs required for performance of work specified in the contract shall be furnished and installed by the Contractor.

5. Mandatory Tasks

5.1 Work: This project will connect the CCTV system to the existing CCURE 9000 PACS server (System Serial Number: 9-16333) in Topeka, KS.

5.2 Building 9 will have a total of 42 CCTV cameras as part of the project. All cameras will connect to a provided monitor capable of supporting 42 cameras. The monitor will reside in Room A016. Monitoring of the ACSS/CCTV will also be performed in room A016. Contractor will provide cabling and connection to the provided monitors in A016. Some modifications may be needed to accomplish this task. Modifications must first be approved by the COR/CO.

5.2.1 The following are the equipment requirements for each level of the building which includes but is not limited to CCTV camera’s, wiring, the monitor etc. Locations are also available on attached building maps.

5.2.1.1 All indoor cameras will require: a video CAT6 cable to be pulled back to room A016 the Junction box for CCTV interior camera connected to the CCTV system at each location.

· One (1) Fixed 2.8-12mm Network Camera: Network indoor vandal dome camera, 2MP, Full HD(1080p) @60fps, motorized vari-focal lens 4.3x (2.8~12mm) (119.5°~27.9°), triple codec H.265/H.264/MJPEG with WiseStream II technology, 150dB WDR, USB port for easy installation, advanced video analytics and sound classification, true D/N, dual SD card, hallway view, HLC, defog detection, DIS, 12VDC/PoE, IK08

· One (1) Ceiling Flush Mount: In-ceiling Flush Mount

· CATVI Cable: Plenum Rated

5.2.1.2 All exterior cameras will require a video CAT6 cable to be pulled back to room A016 the Junction box for CCTV interior camera connected to the CCTV system at each location.

· One (1) Fixed 2.8-12mm Network IR Camera: Network IR outdoor vandal dome camera, 2MP, Full HD(1080p) @60fps, motorized vari-focal lens 4.3x (2.8~12m (119.5°~27.9°), triple codec H.265/H.264/MJPEG with WiseStream II technology, 150dB WDR, USB port for easy installation, advanced video analytics and sound classification, high powered IR LEDs range of 164', true D/N, dual SD card, hallway view HLC, defog detection, DIS, 12VDC/24VAC/PoE, IP67, IK10, Nema 4X, -40°C ~ +55°C (-40°F ~ +131°F)

· One (1) Dome Cap: Medium Cap Adapter (Aluminum)

· One (1) Dome Wall Mount: Wall Mount Gooseneck Accessory, Ivory

· One (1) Wall Mount Base: Wall Mount Base Accessory, (SBP-300WM/300WM1)

· CATVI Cable: Plenum Rated

5.2.2 Locations of Cameras

5.2.2.1 Ground Floor

· Indoor cameras

· B009-Hall- must be done after hours

· B010-Hall exit

· B008-A

· B008-stairswell

· A15E- must be done after hours

· A016

· 003A stairwells

· A003A

· A001

· Elevator lobby

· A040 Hall

· C032 Hall in

· C032 hall out

· C030

· C024A

· C035A stairs

· Outdoor cameras

· B010

· B013M

· B008A

· A013A

· A016 dock

· A040C

· C035B

5.2.2.2 First Floor

· Indoor Cameras

· B108 - must be done after hours

· B106

· B106 stairwell

· A103

· A103 stairwell

· A116 - must be done after hours

· C128 - must be done after hours

· C133

· C133 stairwell

5.2.2.3 Second Floor

· Indoor Cameras

· B207

· B207 stairwell

· A204

· A204 stairwell

· A202 hallway - must be done after hours

· A218 hallway - must be done after hours

· C231 hallway - must be done after hours

· C231

· C231 stairwell

· C225 - must be done after hours

5.3 Workmanship: The performance of work shall conform to the standards specified in paragraphs under 5.2 above and equipment manufacturers' written instructions. While performing services in the building during normal duty hours, work areas left unattended shall be protected with the necessary warning signage to protect occupants from possible safety hazards. While performing services in the building after normal duty hours, maintain the physical security of the building. Keep doors closed and locked. Close and lock doors and windows and turn off lights upon completion of work. If the CO or the COR determine the work does not meet standards specified for a specific task, the Contractor shall redo the task at no expense to the VHA within 24 hours of notification. Any VHA property damaged by the Contractor during work performance shall be repaired or replaced immediately by the Contractor at no expense to the VHA.

6. Applicable Publications: Publications applicable to the performance of work are listed below. Publications are referred to basic designation only. Assume publications to be the most current edition in effect at the time the contract is awarded. Publications referred to in the text shall be considered mandatory for the Contractor's performance of work. Comply with all mandatory publications and publications referenced therein or supplemented by the publications. All other publications shall be considered advisory in nature.

· U.S. Department of Labor Occupational Safety and Health Administration (OSHA) Regulation: Certification is available without cost at http://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_number=1910. 29 CFR 1910: Operational Safety and Health Standards.

7. Qualifications: Contractor and sub-contractors shall possess licenses as required by state and local jurisdictions; shall demonstrate relevant years of experience installing and/or performing connection of cameras to the CCURE 9000, Version 2.30 software; shall possess certificates as identified below. Industrial Security Systems shall possess factory training and awarded factory certification at time of quote for identified systems; shall demonstrate field capability to install and maintain identified systems, shall demonstrate capability to service CCTV’s, and shall provide training and certification records as part of the quote provided.