Draft_SOW_1_1.docx

Requisition# 00404XXXXX

Statement of Work

I. General Information

A. Introduction

USGS, Woods Hole Coastal & Marine Science Center (WHCMSC), has a requirement to purchase a five (5) year (November 1, 2025 – October 31, 2030) Service and Maintenance Agreement for its existing Kantech Entrapass Corporate Edition Access Control System containing multiple DSC Facility Alarm Security Panels and Avigilon and AXIS video surveillance systems with routine scheduled maintenance/service support, ancillary support, passive burglar monitoring, and non-routine fix on failure maintenance and support...

B. Background

The WHCMSC existing physical access security system software (Kantech Entrapass Corporate Edition) is produced by Kantech Corporation and allows end users to interface to many generic IOPROX Card Readers and other ancillary hardware. The system currently incorporates an I.D. card programmed for Hexadecimal and Decimal 24 bit, a card printer w/digital camera station, provides Access Control and Perimeter Security, is expandable to include T&A, offers Visual diagnostics, has a Smart Link Interface for peripherals such as video surveillance system, offers a redundancy Server and Mirror Database, is programmed for Central Monitoring by an offsite 3rd party alarm notification company, and allows the inclusion of 250 card holders. The system is operated 24/7 and is programmable for any level of security from total lockdown to automatic opening and closing during business hours, holidays, and on weekends.

C. Definitions/Applicable Documents

D. Scope The Kantech Entrapass Corporate Edition Security System services four physically separated GOV facilities using the DSC Model 832 Alarm Systems for Facility Alarm Notification. The offices are located at two separate physical locations in Woods Hole and Falmouth, MA and are comprised of four separate buildings at one location on 384 Woods Hole Road, Woods Hole MA Woods Hole Oceanographic Institution (WHOI) Quissett Campus), with the fifth building the WHCMSC Marine Operations Center (MOF) located at 11 Woods Hole Road, Falmouth MA that is within 2 miles of the Quissett Campus.

On an annual basis for the period of five years, vendor services should include: quarterly service visits; timely on-site response times when problems occur with the Kantech and Avigilon software; routine hardware maintenance/upgrade by manufacturer’s licensed representative; continual off-site burglar alarm monitoring and notification; maintenance and routine repair of existing “Kantech Entrapass Corporate Edition” Physical Access Control/Burglar Alarm/and Avigilon and AXIS video surveillance systems.

The USGS WHSC Physical Access control and Avigilon and AXIS Surveillance Systems incorporate approximately 250 individual alarm circuits and door contacts that protect windows, external doors, interior secure laboratory spaces, a conference room, office space, lobby, entry control Aiphone system, as well as a separate geotechnical wing which will incorporate two separate industrial sized freezer and refrigeration units for the purposes of storing core samples.

The existing Physical Access System (PAS) controls physical access to all doors, provides burglar alarm monitoring for all windows/doors, and provides notified response for four separate facilities located in Woods Hole/Falmouth, MA. The original system was installed in 2003. The PAS system is monitored in-house as well as remotely and is operational 24/7.

To ensure seamless continuity with existing Physical Access Control Software and Hardware as well as services required, the vendor will be required to continually provide throughout the (5) year agreement an integrated solution for continued monitoring, physical access control, duress alarming for added components, install and upgrade required Kantech Access Control equipment, DSC Alarm System Equipment, and associated Avigilon and AXIS equipment based upon future Physical Access requirements and specifications supplied by the United States Geological Survey.

Perform (4) quarterly visits for service of all system components and software upgrades as described.

Routine Service and Maintenance (SMA) upgrades for new and existing integrated physical access control and video monitoring security systems during subsequent FY ‘out’ years 2021-25. The existing integrated system capabilities include; programmable access control for exterior and interior doors; window monitoring; Avigilon and AXIS video surveillance; temperature monitoring in specific applications; automated passive burglar alarm monitoring; 24/7 availability on-call, and on-site timely response if required.

On an as needed basis due to unforeseen growth potential of the WHCMSC, add additional security monitoring points and cameras as needed for “Ancillary” Costs. Ancillary Costs are defined as “any system’s failures requiring additional hardware and or services not covered under standard equipment warranty and shall be billed separately using the Ancillary Line Item/Option in the contract”. Ancillary line-item per annum Not To Exceed $3,500.

II. Work Requirements

A. Technical Requirements

1. Work Requirements and/or work products

Items required: annual passive intrusion central burglar alarm monitoring; quarterly routine service and maintenance (SMA) for Kantech/DSC Physical Access Control, cameras and Kantech and Avigilon software on the security server; non-routine fix on failure response and repair as needed; and integrating additional components as needed due to office growth potential (Ancillary).

Work Performed: Provide 24/7 passive alarm monitoring for (4) separate accounts with the WHCMSC facilities and provide emergency response service and regularly scheduled maintenance on the Kantech Entrapass Corporate Edition v 8.10.78 and Avigilon v 7.2.108 security system both in Hardware as well as Software. Three (3) false alarms will be allowed per annum at no charge to the government, but additional false alarms may incur a charge per event. USGS shall provide contractor with all pertinent system information required to ensure safe and secure operation of existing system.

a. Cost and Materials:

1. Passive alarm monitoring by certified alarm response company 24/7.

2. Service and Maintenance Agreement on existing components.

3. Upgrades to software and firmware

4. Quarterly Routine Maintenance

5. Non-routine maintenance (as required due to fix on failure) (Ancillary)

b. RFQ Documentation required- any/all vendors interested in quoting on this requirement must provide the following documentation along with quote

1. Service and maintenance: documentation to include standard call back service time vs. on-site service time, the basis of planned preventative services including software upgrades etc. that will occur during scheduled maintenance calls, and a proposed service schedule based upon past experience.

2. Central Station Monitoring Personnel call notification encompassing: Each of the four facilities will require a central monitoring contract along with a monthly database modification. USGS will provide a call list. This call list will be updated monthly by the USGS System Administrator and will be forwarded to provider as needed in a timely fashion. The database modifications will include, but are not limited to, change of call list personnel. Adding & deleting authorized users, supplying account history reports and opening & closing reports. This database can be managed from the office. All data must be maintained and managed in a secure manner. Non-disclosure policies must be implemented for this contract. The list of emergency personnel and contact information will be provided to the service provider upon issuance of contract.

3. Telephone and on site Response & Emergency onsite service contract. Supply a typical example of response for telephone and on site response covering the site for a 24x 7,365 day, service contract.

4. References: Provide a list of five references for review

5. License Requirements

The contractor must be licensed in the Commonwealth of MA, bonded, fully insured, a licensed representative of proprietary Kantech Corp., Avigilon and AXIS video surveillance systems, shall have intimate knowledge and high technical experience in the integration and serviceability of these systems on a commercial scale, shall be readily available 24/7 "on call", shall be expected to respond "on site" in a timely manner. The contractor must have current Kantech ‘Global’ and/or ‘Corporate’ Certification documentation and have a Contract Agreement with Avigilon. The contractor must show proof of having in-situ experience under the Certification with both software as well as hardware components to be considered.

2. Criteria for acceptance of Product or Service

Acceptance of work will be rated by Luke Bennett, Technical Liaison, with regard to emergency service response times, regularly scheduled maintenance visits, upgrades to software, and passive 24/7 monitoring per RFQ contract proposal. Failure to meet the agreed upon terms outlined in the individual companies RFQ response agreement will risk non-acceptance of work.

B. Deliverables Part 1 CY 2020 Contractor shall provide routine support and maintenance on all integrated physical security hardware/software with (4) four quarterly visits – [and/or] upon (non-routine) systems failures that cannot be corrected remotely. Minimal response time shall be 1 hour via phone or email, 4 hours on site. The prospective contractor shall be available 24/7 “on call”, as well as for passive intrusion monitoring and burglar alarm response. The prospective contractor shall also be part of USGS COO Emergency Call Plan should the technical liaison not be available for emergency call response.

Performance shall be measured with successful adherence to call schedules, timely repair of system’s failures as defined, and integration of any new components into existing system, and the fulfillment of (4) quarterly service visits in a timely fashion.

Part 2.

During the (4) ‘out’ years (CY 2021-2025), the contractor shall be responsible for service and maintenance on all existing USGS Avigilon surveillance and access control hardware and software providing quarterly visits, or upon systems failure that cannot be corrected remotely. Minimal response time shall be 1 hour via phone or email, 4 hours on site. Contractor shall be available for 24/7 on call service, as well as for passive intrusion monitoring and burglar alarm response. The prospective contractor shall also be part of USGS COO Emergency Call Plan should the local office FSO or support staff not be available for emergency call response.

Performance shall be measured with fulfillment of (4) quarterly service calls, and timely response to emergencies both on-call and on-site.

Part 3.

Unforeseen additional hardware and or software (e.g. security cameras and/or access control points) may periodically be needed during the five-year contract period due to office expansion or component failures not covered under warranty, etc. Therefore, the ability to draft a separate DI-1 as an amendment against the five year contract for these items/services by the qualified vendor is seen as a necessity rather than having to contract with another provider who may not be familiar with the multitude of integrated components that comprises the existing system to date.

Performance measures will be the timely delivery, installation, and integration of supplemental equipment.

III. Supporting Information

A. Place of Performance

Place of performance is at 384 Woods Hole Road, Woods Hole, MA: 11 Woods Hole Road, Falmouth, MA.

B. Period of Performance: Period of performance is for five years each year of service shall include an option to cover ancillary costs mentioned in section “Scope” D above

Base year: 11/01/2025 – 10/31/2026 Option Year One: 11/01/2026 – 10/31/2027 Option Year Two: 11/01/2027 – 10/31/2028 Option Year Three: 11/01/2028 – 10/31/2029 Option Year Four: 11/01/2029 – 10/31/2030

C. Government Furnished Property: The system includes multiple Kantech KT-300 Controllers/Smart Com Devices, multiple DSC Alarm Systems with LCD Keypads, 20 video surveillance cameras with security server, 250 various door/window alarm contacts, various Request To Exit (REX) devices, Kantech IO proximity card readers, and a Badge Printer Station. The system has approximately 350 photo ID KSF format access cards. The access system has one main Server (Windows Server 2016) and several remote workstations which are monitored by in-house physical security personnel.

D. Special Considerations

1. Key Personnel Qualification: See license requirements above

2. Data Rights, Safety, Environment

3. Security/Privacy Issues: The contractor must conform to non-disclosure information requirements. All employees involved with this project must comply with USGS security background clearance.