Revised_Statement_of_Work_-_Physical_Security_System_Maintenance_2026081001g_v2.docx

STATEMENT OF WORK (SOW)

Date: March 23, 2026 (Revised: August 2026)

1.0. DESCRIPTION OF REQUIREMENT

The 53 Wing mandates that the contractor guarantees complete operational capability for the government-owned OnGuard Lenel Access Control System (ACS). The hardware and software for 53 Wing and 692 CYOS (COS) are situated at Eglin AFB, FL, within buildings 351, 60, 64, and 985 linked to these systems as detailed in Section 2.0 and equipment in Section 3.0 and the user Dongle listings attached.

1.0.1. The contractor's responsibilities include:

1.0.1.1. 24/7 On-Call Maintenance, Service, and Support for the Lenel Access Control System (ACS).

1.0.1.2. Establishing a quarterly preventative maintenance and inspection schedule.

1.0.1.3. [UPDATED] Installing and replacing components compatible with the Lenel ACS.

1.0.1.4. Offering a software upgrade and support plan (SUSP) for the OnGuard Lenel ACS.

1.0.1.5. Furthermore, the contractor must be a Value Authorized Reseller (VAR) of Lenel products and services, possessing the capability to support the existing infrastructure.

1.0.1.6. Any system components that were installed in the last year are presently protected by the 1-year warranty and are excluded from the maintenance package. Once the 1-year warranty period concludes, those components will be incorporated into the maintenance package.

1.1. On-Call Maintenance, Service, and Support for the Lenel Access Control System (ACS).

The On-Call Maintenance, Support, and Service Agreement shall offer 24/7 call handling and service availability. Under this agreement, the contractor shall provide priority response over non-covered systems, featuring an 8-hour response time for non-emergency calls and a 4-hour on-site response for critical (emergency) situations.

1.1.0. No Remote Support Capability:

Due to strict operational security rules, none of the Lenel OnGuard servers or workstations are permitted to have external or network remote connectivity. All emergency and diagnostic troubleshooting must be executed via physical on-site presence.

1.1.1. Non-Emergency Response Clarification:

For non-emergency calls (individual component-level failures with minimal impact on overall operations), physical on-site response by the next business day is acceptable and satisfies the 8-hour response requirement.

1.1.2. [UPDATED] Repairs & Labor Scope:

Diagnostic assessment, repair labor, and hardware installation labor are fully included under the firm-fixed-price (FFP) maintenance CLINs of this agreement IAW section 1.1.2.0. at no additional charge. Necessary replacement hardware will be sourced under the government-controlled Not-To-Exceed Parts CLIN.

1.1.2.0. The contractor is responsible for all labor related to non-remote maintenance, support and services at no additional cost.

1.1.2.1. When calls under the On-Call Service Agreement require procurement of parts and labor the contractor shall provide an invoice to the customer for review and approval prior to invoicing. For parts exceeding $15,000 the contractor will submit proof of price comparisons to ensure competition and reasonableness of pricing.

1.1.2.2. All invoiced labor will not exceed the rate of (Insert Contractor proposed hourly rate). If the invoice will exceed the remaining balance of the Parts or Labor CLINs the contractor must notify the customer prior to initiating any work.

1.1.2.3. The Parts and Labor CLIN shall be strictly utilized for physical material/parts and labor only.

1.1.3. Loaner Equipment:

To minimize downtime, loaner equipment is provided during the repair or replacement of parts.

1.1.3.1. Minimum Expected Loaner Inventory: The contractor is expected to maintain a local, secure loaner inventory to satisfy urgent component swaps, including at minimum: Power supply modules, Intelligent controllers (e.g., LNL-2220), Secondary interface boards (e.g., LNL-1320), Compatible card/proximity readers.

1.1.4. Government Furnished Equipment (GFE):

Client workstations/computers and physical servers are maintained by Government IT and will be provided as GFE. Software for the servers/workstations, badging cameras, and badge printers are fully covered under this maintenance contract.

1.2. Quarterly Preventative Maintenance/Inspection

1.2.0. Coverage:

All costs, labor and equipment necessary to perform the following at no additional cost:

1.2.0.1. Inspection, testing, and adjusting of card/PIN reader-controlled doors, perimeter door position switches, equipment enclosures, and service/storage equipment racks.

1.2.0.2. Battery testing of all system backup batteries with replacement of the batteries as needed at no additional cost.

1.2.0.3. System checks including error logs, false alarms, trouble conditions, badge printer errors, and corrections for these issues.

1.2.0.4. Reader and door hardware testing.

1.2.0.5. Backup of access control system configurations must be validated against the specific backup requirements outlined under the Dongle Registry in Section 4.0.

1.2.0.6. Confirm correct recording preferences (application reprogramming excluded); de-frag all hard drives as needed; and run system-wide diagnostic reports in order to identify nuisance alarms and/or faulty equipment and, if needed, perform repairs at no additional cost.

1.2.1. Site-wide Vulnerability Assessment

Includes one (1) site-wide vulnerability assessment designed to identify gaps in the current electronic security protection scheme and a customer interview regarding needs analysis.

1.2.2. Scheduling:

The contractor will work with the customer after award to establish the quarterly schedule. The quarters as defined in this contract refer to 3 month segments of a 12 month period of performance. Failure to schedule a maintenance appointment within a quarter does not automatically allow for the submission of an invoice for work unaccomplished or re-distribution of the schedule so that more than one visit is scheduled within a quarter. Contact the effective contracting officer for any and all changes outside the scope of this contract.

1.3. Annual Lenel SUSP Upgrades

1.3.1. Contractor provides annual Lenel SUSP as well as any Lenel software updates, firmware updates to each system controller, patches, or hotfixes produced by Lenel during each contract period.

1.3.2. Active Software Assurance: SUSP for Dongle ID# 49104 and Dongle ID# 182142 are fully active; no software reinstatement or lapse fees apply (at time of award).

2.0. SYSTEM DESCRIPTION

2.0.1.

This is an automated entry/access control system designed to provide cardkey and PIN access to all 53 Wing Bldg. 351 and other associated facilities, entry/access doors, and various offices/work areas. The current operating software is the OnGuard Lenel Access Control Systems. The software will be loaded onto a minimum of eight (8) computer systems. The systems have a battery backup designed to maintain operations during temporary power outages.

2.0.2. Physical Boundaries:

The systems physically encompass Building 351 (including Rooms 106, 303, 401, 403, 406, 500, and 503) as well as Buildings 60 room 23, 64 room 121, and Building 985.

2.0.3. Secure Storage:

The Government will provide secure on-site storage space or staging areas at Eglin AFB for the contractor to house diagnostic tools, spare parts, and loaner equipment for Dongle IDs 49104, 132207, and 182142.

3.0. COVERED EQUIPMENT

Below is the inventory of equipment covered under this agreement, identified by facility group and clarified by building/room numbers.

Table A: 53 WG/IP (Dongle ID# 49104) (Badging Station for 49104 is in Room 106)

Table B: 53 WG/A3Z Dongle ID# 182142 (Equipment distributed across Buildings 60, 64, 351, and 985. Badging Station for Dongle 182142 is located within Bldg. 351, Room 503)

Von Duprin

Pilot Automotive

Pilot Automotive

Pilot Automotive

Pilot Automotive

Pilot Automotive

Table C: 692 COS Facilities (Dongle ID# 132207) (Clarified with explicit Room allocations in Building 351)

4.0. DONGLE REGISTRY & CONTACT DIRECTORY

4.0.0. 53 WG/IP Lenel Dongle ID# 49104 System Environment: Lenel OnGuard Version 8.2.524.0. Contains one (1) software license. Active SUSP is in place (no reinstatement costs apply).

Architecture: Standalone system with no remote connectivity. Features one (1) client/server workstation located in Building 351, Room 106.

Database Backups: Automatically backed up and stored on a device located internally within the server system.

Service History: Records for previous service calls are not maintained by 53 WG/IP.

Point of Contact (POC) Personnel:

Primary:

1st Alternate:

2nd Alternate:

3rd Alternate:

Server/Software:

4.0.1. 53 WG/A3Z Lenel Dongle ID# 182142 (Formerly 53 WG/AP) System Environment: Lenel OnGuard Version 8.3 [RELEASE]. Contains six (6) software licenses (IDs: 182142, 182143, 182145, 182152, 182153, and 182154). Active SUSP is in place (no reinstatement costs apply).

Architecture: Standalone system with no remote connectivity. Features six (6) client/servers. The main database server resides in Building 351, Room 503, which houses the only badging camera and printer station for this dongle. The remaining five (5) workstations are standalone, located across multiple buildings, and do not communicate with the main badge system via TCP/IP. Badges generated in Room 503 must be manually registered in individual standalone systems.

Database Backups: Stored securely on a separate hardware device and not partitioned on the primary workstation.

Service History (Prior to Aug 2025): 2 emergency calls recorded (1 card reader replacement, 1 general maintenance service). System decentralized from TCP/IP to standalone configurations between August and December 2025 utilizing existing equipment.

Point of Contact (POC) Personnel:

Primary:

1st Alternate:

2nd Alternate:

3rd Alternate:

4.0.2. 692 CYOS (COS) Lenel Dongle ID# 132207 System Environment: Lenel OnGuard Version 8.2.524.126. Controllers operate on Firmware Version 1.291.

Architecture: Standalone system with no remote connectivity. Located exclusively in Building 351 (Rooms 303 H/I/J, 403, and 406). Features one (1) server, one (1) client workstation, and one (1) badging station with camera.

Database Backups: Completed automatically three (3) times per day, copied to an external USB storage drive, and retained for one (1) month.

Service History: New system installed approximately 19 months ago. Under warranty/unknown prior historical call volume.

Point of Contact (POC) Personnel:

Primary:

1st Alternate / Site Lead:

Additional POC:

Additional POC:

5.0. PERIOD OF PERFORMANCE

The total period of performance for this contract will include one base year plus four option years. The Government has the option to exercise optional years, subject to appropriation of funds and other applicable requirements.

6.0. EXECUTION AND DELIVERY

6.0.0.

Upon receiving the award, the contractor will collaborate with the 53d Wing Facility Manager and/or the 53 WG/A3Z to confirm the schedule for the Quarterly Preventive Maintenance inspections.

6.0.1. Standard Working Hours:

Preventive Maintenance inspections must take place during standard duty hours, Monday to Friday, between 0600 and 1800 local time (expanded from 0800–1700).

7.0. DOCUMENTATION

The documentation will encompass test results for every location, along with a system that distinctly indicates the customer has observed the testing procedures and has approved them as functional. This report/documentation will be delivered on a quarterly basis.

8.0. CUSTOMER/THIRD PARTY FURNISHED PROPERTY AND SERVICES

The OnGuard Lenel Access Control System Software requires annual maintenance, updates, and support to ensure ongoing assistance from the manufacturer. It is essential that the software is included and properly maintained.

9.0. PROTECTION OF PROPERTY

The contractor is required to execute all tasks in full compliance with relevant safety standards and regulations to prevent any potential harm to installed government machinery, equipment, building structures, or personal property. The contractor must take all necessary precautions to safeguard both government property and personal belongings situated near the work site. Any property, whether government or personal, that may be close to the contractor's work area must be identified by the contractor before commencing work.

10.0. AUTHORIZED CALLS

The Point of contacts attached to their associated dongle number are authorized to place call orders to the contractor for only the products and services listed on the established Price List. Calls for items not pre-established on a Price list are not authorized. Authorized callers may also be called Authorized Government Representatives (AGRs) hereafter in this document. Calls are either non-emergency or critical component (emergency) and identified as such to the contractor with each service call.

10.0.0. Non-Emergency Call

10.0.0.1. Ensure an 8-hour response time upon receiving notification of a non-emergency situation. Non-emergency situations refer to failures at the individual component level that have a minimal effect on the overall functioning of the facility.

10.0.0.2. Physical Arrival: As remote capabilities do not exist for these machines, physical response on the next business day is acceptable for non-emergencies.

10.0.1. Critical Component (Emergency) Call:

Deliver on-site assistance for essential components within a 4-hour timeframe. Critical emergencies refer to failures at the system or panel level, which could lead to the complete loss of a building section or significantly jeopardize the facility's safety. Sufficient repairs to ensure access and/or secure the facility must be completed within the 4-hour period.

10.0.2. Corrective Actions:

Upon completion, the contractor will provide the authorized caller for any calls, preventative maintenance, etc., with a copy of the Service Ticket or a quote citing the following:

10.0.2.0. Call Number (provided by the authorized caller), Call Date, Authorized Caller Name.

10.0.2.1. Total cost for parts to be invoiced for the call in accordance with section (XXX).

10.0.2.2. If applicable - Estimated number of non-remote hours to complete the repair at the labor rate established in section (XXX).

10.0.2.3. Listing of any individual part or components, with related serial/part numbers, used for repairs.

10.0.2.4. If applicable – supporting documentation as established in section (XXX) for parts in excess of $15,000.00.

10.0.2.5. Date when repairs are estimated to be completed.

11.0. GENERAL INFORMATION

11.1. Contractor Personnel

11.1.0. Contract Manager:

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 or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract. If the appointed contract manager’s status changes, the contractor shall notify the CO of the change and also provide the name of the newly appointed contract manager in writing. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.

11.1.1. Contractor Employee:

Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. The contractor shall provide each employee with an identification badge that shall include the employee’s name, employee’s photograph, and contractor’s name. Identification shall be available prior to employment and shall be worn or attached to the outer garment at all times.

11.2. Contractor/Employee Base Pass and Identification, Special Clearances, and Vehicle Passes

11.2.0. The contractor shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor Access to Air Force Installations and other requirements stated herein. The contractor shall obtain base identification, and vehicle passes, if required, for all Contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor employees are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

11.2.1. Citizenship Requirements: All contractor technicians executing maintenance within secure or restricted areas on Eglin AFB must be verified U.S. citizens. Dual citizens and Non-U.S. citizens will not be granted base or building access.

11.2.2. Access & Escort Protocols: Contractors will be issued Defense Biometric Identification System (DBIDS) cards for base access. Within secure areas, vendor technicians will be fully escorted to Lenel Panel locations by an Authorized Government Representative (AGR) or designated facility point of contact.

11.2.3. Contractor Employee List: This document shall list every employee requiring base access. This document will be updated by the contractor to reflect employee additions and/or deletions and shall submit the employee listing to the Contracting Officer no less than 3 days prior to the performance start date and at least one day prior as changes occur. Identify those individuals you wish to have escort authority by including the word “escort” or “E” next to their names. Limit the number of individuals designated as escorts to a reasonable number (i.e. one or two). The contractor shall coordinate with the Contracting Office representative for submission of this employee list and acquiring base access.

11.2.4. Base Documentation Access: Upon notification of the employee listing being forwarded to the Visitor Control Center (VCC), all contractor employees shall report to the VCC to complete the required documentation for base access. Contractor employees shall be required to provide two (2) forms of identification IAW paragraph 2.1.2 above. If an employee will be driving on Eglin AFB they are required to provide a valid driver’s license, vehicle registration, and proof of insurance.

11.2.5. Return of Credentials: During the performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

11.2.6. Outprocessing Passes: Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to employees are returned to the issuing office.

11.3. Physical Security

The contractor shall ensure no government-owned or controlled real or personal property is damaged during any service provided under the contract. The contractor will be responsible for the repair or replacement of any government property damaged by the contractor.

11.4. Conservation of Utilities:

The contractor shall make sure employees practice energy conservation to include all government-furnished utilities.

END OF STATEMENT OF WORK