DRAFT SOW 640-14-103 Install CCTV PAD Campus SOW_AUG2026.docx

DRAFT STATEMENT OF WORK

PROJECT TITLE: DRAFT 640-24-103 Install Closed Circuit Television at All Campuses PROJECT LOCATION: VA Palo Alto Health Care System (VAPAHCS) 3801 Miranda Avenue Palo Alto, CA 94304

PROJECT TYPE: NRM

DATE: August 20, 2026

1. Project Objective The Contractor shall furnish all labor, supervision, project management, tools, equipment, materials, transportation, permits, testing, documentation, and incidental services necessary to provide a complete, fully operational, and compliant security surveillance system for the VA Palo Alto Health Care System (VAPAHCS) Palo Alto Division campus.

The project shall deliver a scalable Closed-Circuit Television (CCTV) / Security Surveillance Television (SSTV) system equipped with a FedRAMP-authorized, cloud-hosted Video Management System (VMS) and storage solution for central management of system functions and cameras, footage viewing, and storage of camera footage with audit trail information, per specifications. Requirements include installation of new surveillance system components, as well as integration of existing, compatible CCTV/SSTV cameras and infrastructure across designated campus buildings. The completed system shall be fully operational, compliant with applicable VA and Federal requirements, and capable of centralized monitoring and administration. Period of performance: 275 days from Notice to Proceed.

2. Scope of Work The project includes the installation of new security surveillance system (CCTV/SSTV) components and supporting infrastructure at the following facilities within the VA Palo Alto Health Care System (VAPAHCS) Palo Alto Division campus:

· Building 7

· Building 100 (existing CCTV system to be integrated)

· Building 101 (existing CCTV system to be integrated)

· Building 500

· Building 520 (existing CCTV system to be integrated) The following buildings shown in the project plans are not included in this scope:

Buildings 4, 5, 6, 7D, 8, 9, 10, 50, 102, 105, 501, 530, 701 and 710 For Buildings 100, 101, and 520, the Contractor shall integrate the existing CCTV systems and existing cameras into the new centralized VMS. Integration shall include all required hardware, software, licensing, configuration, testing, and commissioning necessary to ensure seamless operation with newly installed FedRAMP-authorized, cloud-hosted, centralized VMS and related surveillance devices.

For Buildings 7 and 500, the Contractor shall furnish and install all cameras, cabling, network infrastructure, mounting hardware, power equipment, and ancillary components necessary to provide complete interior and exterior surveillance coverage as indicated in the project design, and ensure seamless operation with newly installed FedRAMP-authorized, cloud-hosted, centralized VMS and related surveillance devices.

The Contractor shall coordinate installation activities to minimize disruption to medical center operations and maintain continuous operation of existing security systems throughout the construction period, except during approved outages coordinated in advance with the Contracting Officer's Representative (COR), VA Police Service, and other designated VA personnel.

The scope of work includes, but is not limited to, the following:

A. Security Surveillance System Installation

· Install all new CCTV/SSTV cameras, network infrastructure, mounting hardware, power equipment, cabling, and ancillary components necessary to provide a complete and operational surveillance system.

· Provide all infrastructure required to support interior and exterior surveillance devices across the specified buildings.

· Configure all installed equipment for proper operation within the centralized security surveillance platform.

B. Integration of Existing Systems

· Integrate existing CCTV/SSTV cameras and associated surveillance equipment into the new centralized, FedRAMP-authorized, cloud-hosted Video Management System (VMS), where identified in the project design.

· Verify compatibility of legacy equipment and cameras and provide all required licensing, interfaces, software, and hardware necessary for successful integration.

· Perform testing to ensure all integrated devices operate seamlessly within the centralized VMS platform.

C. Cloud-Based Video Management and Storage

· Provide a FedRAMP-authorized, VA-compliant cloud-hosted video management and storage solution.

· Configure the system to securely transmit, store, and manage surveillance footage in accordance with VA cybersecurity requirements, records retention policies, and applicable Federal regulations.

· Ensure secure user authentication, encryption, audit logging, and role-based access controls are implemented.

D. Police Dispatch Area Upgrades

· Upgrade the VAPAHCS Palo Alto Division Police Dispatch Center to support monitoring of all newly installed and integrated surveillance cameras.

· Provide and install all required monitors, workstations, display equipment, software, network connectivity, and supporting infrastructure as indicated in the project design.

· Configure dispatch workstations for efficient monitoring, camera management, and incident response.

E. Camera Configuration

· Configure camera placement, viewing angles, fields of view, image quality, recording parameters, and analytics (where applicable) in accordance with the approved project design.

· Coordinate with VA Police Service representatives to optimize camera positioning and coverage where field adjustments are required.

F. Testing and Commissioning

· Perform complete installation testing, system commissioning, and functional verification of all surveillance equipment.

· Demonstrate successful operation of cameras, recording, storage, retrieval, live monitoring, network communications, alarm integration (if applicable), and user access.

· Correct any deficiencies identified during testing prior to final acceptance.

G. Training

· Provide comprehensive operational and administrative training for designated VA Police Service personnel and Physical Security Specialists.

· Training shall be conducted by manufacturer-certified or vendor-authorized personnel.

· Training shall include operation of the Video Management System, live monitoring, camera manipulation, video retrieval, system administration, reporting, troubleshooting, and routine maintenance procedures.

· Provide electronic and printed training materials, user manuals, and quick-reference guides.

H. Documentation The Contractor shall provide complete project closeout documentation, including:

· As-built drawings.

· Camera location schedules.

· Network diagrams.

· Equipment inventory.

· Software licensing information.

· Configuration documentation.

· Warranty documentation.

· Operation and Maintenance (O&M) manuals.

· Testing and commissioning reports.

· Training attendance records.

3. Deliverables At project completion, the Contractor shall deliver:

· A fully installed and operational campus-wide security surveillance system.

· Integrated operation of existing and newly installed CCTV/SSTV equipment.

· A FedRAMP-authorized, VA-compliant cloud-hosted Video Management System.

· Upgraded Police Dispatch monitoring capability.

· Successful completion of testing, commissioning, and system acceptance.

· Complete project documentation and O&M manuals.

· Training for designated VA personnel.

· Manufacturer warranties and applicable software licenses.

4. Applicable Standards All work shall comply with applicable versions of:

· VA Physical Security Design Manual.

· VA Technical Information Library (TIL) requirements.

· VA Office of Information and Technology (OIT) cybersecurity requirements.

· FedRAMP requirements for cloud-hosted services.

· National Electrical Code (NEC).

· NFPA 70 and other applicable NFPA standards.

· Applicable OSHA safety requirements.

· Manufacturer installation requirements.

· All applicable Federal, State, and local codes and regulations.

5. Acceptance Criteria The project shall be considered complete upon:

· Successful installation of all specified equipment.

· Full integration of existing and new surveillance devices.

· Successful completion of functional testing and commissioning.

· Acceptance testing witnessed and approved by the VA.

· Delivery of all required documentation.

· Completion of required user training.

· Correction of all punch-list items.

· Written acceptance by the VA Contracting Officer or designated representative.

6. Project Phasing and Contract Requirements The Contractor shall plan, schedule, and execute the Work in accordance with the following phasing and administrative requirements. These requirements are mandatory and shall be incorporated into the Contractor's project schedule and construction sequencing.

6.1 Project Phasing

Construction activities shall be performed in sequential phases throughout the Contract Period of Performance.

a. The Contractor shall perform CCTV/SSTV installation work in no more than two (2) buildings concurrently.

b. All work associated with the buildings assigned to a given phase, including installation, testing, commissioning, punch list completion, and VA acceptance, shall be completed before the Contractor is authorized to begin work in the subsequent phase.

c. The Contractor shall develop and submit a detailed construction schedule demonstrating the proposed sequencing of work. Building groupings shall be based on logical construction relationships, including, but not limited to:

· Building proximity.

· Construction duration.

· Scope of work.

· Building function.

· Operational impacts to the medical center.

· Utility and network infrastructure dependencies.

Unless otherwise approved by the Contracting Officer's Representative (COR), the project shall generally follow the sequencing below:

The Contractor may propose an alternate sequencing provided it maintains the two-building maximum, minimizes operational impacts, and receives written approval from the Contracting Officer prior to implementation.

6.2 Contractor Security Requirements

All prime contractor and subcontractor personnel requiring access to the VA Palo Alto Health Care System campus shall comply with all applicable VA security requirements.

a. All contractor personnel shall submit required security package documentation to the Contracting Officer's Representative (COR) following contract award. Required forms will be provided by the VA.

b. Personnel successfully completing the required background verification process shall be issued a VA Personal Identity Verification (PIV) credential, as applicable.

c. Work performed within Office of Information and Technology (OIT) controlled spaces, including telecommunications rooms and network equipment rooms, shall be conducted under VA-approved escort procedures.

d. The Contractor shall designate a minimum of three (3) fully badged contractor employees to complete all required VA escort training. Upon approval by the VA, these individuals may serve as escorts for other contractor personnel working within OIT-controlled spaces.

6.3 Price Proposal Requirements

The Contractor's price proposal shall include a detailed cost breakdown by building.

At a minimum, the proposal shall include:

· Individual construction cost by building.

· Specification Division subtotals for each building.

· Grand total cost for each building.

· Overall project total.

The following building shall be identified as an Deductive Alternate Bid Item:

· Building 520 Pricing for deductive alternate shall be clearly identified and capable of being removed from the contract without affecting the functionality of the remaining project scope.

6.4 Network Coordination

The Contractor shall coordinate all network-connected security devices with VA Office of Information and Technology (OIT).

a. The Contractor shall provide the Media Access Control (MAC) addresses for all network-connected cameras, servers, network appliances, encoders, recorders, and other applicable security system components sufficiently in advance of installation to allow the VA adequate time to assign Internet Protocol (IP) addresses and complete required network configuration activities.

b. Failure to provide required device information in a timely manner shall not constitute justification for schedule extensions.

c. The Contractor shall coordinate all network connectivity, commissioning, and final acceptance activities with the VA COR, VA Police Service, and VA OIT.

7. Information Security Considerations Based upon a review of the SOW and Appendix A as presented, the contractor will not have access to VA sensitive information or PII/PHI to fulfill the terms of the contract. A BAA will not be required. Please contact the V21PALPrivacyoffice@va.gov with any questions.

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