HC102817R0078.docx

HC102817R0078

Section SF 1449 - CONTINUATION SHEET

REQUEST FOR PROPOSAL

1. This request for proposal (RFP) is to support the Engineering and Data Center Management Division’s requirement for Defense Information Systems Agency (DISA) security system maintenance service.

The specifics are as follows:

Other Direct Charges (ODCs) / Travel Travel - Cost Reimbursement

2. Offerors are requested to submit a written technical and price proposal in response to the attached Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) (Attachment 1). Proposals should be prepared in accordance with (IAW) the solicitation. Further information on submission of technical and price proposals is provided throughout this document.

A. IAW with DISA Acquisition Regulation Supplement (DARS) 52.209-9000, each offeror shall specifically identify in its proposal, whether or not any potential or actual Organizational and Consultant Conflicts of Interest (OCCI) as described in Federal Acquisition Regulation (FAR) Subpart 9.5 exists for this procurement. If the offeror believes that no OCCI exists, the OCCI response shall set forth sufficient details to support such a position. If an offeror believes that an actual or perceived OCCI does exist on this procurement, the offeror shall submit an OCCI plan with the proposal, explaining in detail how the OCCI will be mitigated and/or avoided.

B. Proposals should be uploaded to the following website. If you choose to “no-bid”, and the basic contract requires submittal of “no-bid” responses, use the following website and select the applicable reason for the “no-bid” response from the drop-down menu and enter comments as appropriate.

https://www.ditco.disa.mil/dcop/Public/ASP/dcop.asp

C. The technical portion of the proposal shall include information regarding the offeror’s ability to conform to all required terms and conditions in the solicitation. The offerors’ proposals shall address all aspects of the PWS. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their capabilities and experience and will base its evaluation on the information presented in the offeror's proposal. Page limitations are identified below under each evaluation factor and will be treated as maximums. If exceeded, excess pages will not be read or considered in evaluation of the proposal. The following items will not be considered when calculating page limits: cover page, table of contents, glossary, executive summary, and Section 508 compliance. In the event any evaluation notices are issued, page limitations may also be placed on those. The technical portion of the proposal is to be submitted as a Microsoft (MS) Word 2007 or PDF document. The page format shall have a 1 inch margin using no smaller than an 11 point Ariel, Times New Roman, or Courier New font for all text to include any text contained in a table. The price proposal spreadsheet shall be a separate document from the technical proposal and shall be submitted in MSExcel 2007 format. All formulas shall remain present in the spreadsheet for verification. The total size of each email (including all attachments) shall not exceed 20MB. Email attachments shall not be submitted in a .zip file format. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of a proposal. The Government reserves the right not to consider for award any proposal that does not adhere to the administrative requirements of this RFP.

3. Evaluation Factors and Basis for Award Determination:

A. Award will be made to the offeror whose proposal is determined to represent the overall best value to the Government using an LPTA evaluation process with acceptable past performance. The evaluation factors and subfactors identified in paragraph 3.C.(1)c below will be used in the determination of technical acceptability.

B. After receipt of proposals, the Government will first evaluate the lowest price proposal. If the lowest price proposal is determined to be technically acceptable and otherwise properly awardable, award will be made to that offeror. The Government reserves the right to evaluate only the lowest price proposal or to conduct further evaluations of additional proposals.

C. The standards for determining technical acceptability are below, as well as information concerning price proposals.

1. Technical/Management Approach Factor: The Technical/Management Subfactors will be evaluated and rated either Acceptable or Unacceptable. In order for a proposal to be rated overall Technically Acceptable, each of the following subfactors must be rated Acceptable. Technical/ management proposals should not exceed 30 pages.

1. Management/Technical Approach:

b. The following Management Sub-factors listed below are of equal importance:

(i). Sub-factor 1 Timeliness and Accuracy: In order for this sub-factor to be rated Acceptable(PWS 6.2.2), the contractor shall demonstrate how they intend to meet the Quality Control standard of 96 hours.

(ii). Sub-factor 2 Configuration Management: In order for this sub-factor to be rated Acceptable, the contractor shall explain how their management style and communications efforts will ensure that items such as drawings, software documentation, hardware manuals and maintenance reports (PWS 6.17.1) are kept current and how they plan to keep the government informed. They should show their management team laydown and means of communications.

(iii). Sub-factor 3 Qualified Personnel: In order for this sub-factor to be rated Acceptable, the contractor shall demonstrate agreements are in place with Original Equipment Manufacturers and the technicians are certified to work on the specific equipment. (PWS 6.1)

c. The following Technical Sub-factors listed below are of equal importance.

(i) Sub-factor 1: Preventive Maintenance (PM) (PWS 6.16.3) In order for this sub-factor to be rated Acceptable, the contractor shall discuss, in detail, to include the, methods, processes, and procedures to ensure the PM is completed in accordance with the manufacturers standards/PWS.

(ii) Sub-factor 2: Emergency Maintenance Services (24 x 7) (PWS 6.18.1 and 6.18.2) In order for this sub-factor to be rated Acceptable, the contractor shall discuss how they will respond to emergency service calls to meet the mandatory two (2)-hour response time and confirm the 24/7 emergency response shall be provided.

(iv) Sub-factor 3: System Repairs and Replacement, Modifications, and Additions (PWS 6.20.3, 6.20.7) In order for this sub-factor to be rated Acceptable, the contractor shall discuss, in detail, their procedures for creating a Technical Requirement based on the Scenario in Attachment 5.

1. Past Performance Factor:

Offerors will be evaluated on performance under existing and prior contracts for similar products or services. Offerors shall submit no more than three recent past performance efforts for evaluation. Recent efforts are those which have been performed during any portion of the last three years, including those efforts currently being performed. Cited past performance efforts shall not exceed two pages. A current point of contact for each past performance effort shall be provided by completing the embedded Past Performance Reference sheet and including it with your proposal. References other than those identified by offerors may be contacted by the Government, and the information received may be used in the past performance evaluation. Past performance efforts cited must be for similar services as outlined in the PWS, with satisfactory performance. The Government will use the technical and cost factors as the basis for determining the relevancy assessment. The past performance questionnaires and information obtained from other sources will be used to establish the degree of relevancy and quality of past performance. This factor will be rated Unacceptable if, based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort. If overall past performance is found to be unacceptable, this may be cause for the contractor's quotation to be excluded from further evaluation. However, a prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history.

PAST PERFORMANCE RELEVANCY RATINGS

scope and magnitude of effort and complexities this solicitation requires.

The Government reserves the right to obtain information relative to present and past performance on its own, in addition to that provided by the offeror. Past performance information may be obtained through the Past Performance Information Retrieval System, through interviews with program managers on past efforts, or any other sources known to the Government.

PAST PERFORMANCE ACCEPTABLE/UNACCEPTABLE RATING METHOD

1. Price Factor:

1. Price proposals will be evaluated to determine if they are reasonable and complete. The Government reserves the right, but is not obligated, to conduct a realism analysis. The offeror shall submit pricing for the base period and all option periods, including option pricing for an additional 6-month period that may be authorized IAW FAR 52.217-8. See FAR 52.217-8 which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The pricing proposal should include a separate line item for the additional 6-month period IAW FAR 52.217-8. These prices shall be identical to the quoted pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price will consist of the contractor’s proposed price for the base period, all option periods, the option pricing for the additional 6-month period, and surge pricing as requested below.

1. Offerors should ensure price proposals include detailed information regarding the resources required to accomplish the task (e.g., labor categories, labor hours, number of employees for each labor category, rates, travel, incidental equipment, contract access fees, etc.).

1. Offerors shall quote with the following schedule for incorporation of the locations as the current contracts expire:

1. The offerors shall provide a pricing proposal for the CLIN structure for the base year and each of the 4 optoin periods. Offerors shall use the amounts as designated below for CLINS X002, X003 and X004 for each option period on the CLIN Price Worksheet Attachment 2. The offerors pricing for the base and each option period shall be listed on the pricing proposal (CLIN Price Worksheet Attachment 2) as the ceiling amounts that are listed within the CLINs.

1. Offerors shall use the Technical Requirement Scenario (Attachment 5) to provide pricing in a separate document from the contract CLIN Price Worksheet (Attachment 2). For the Technical Requirement Scenario, the contractor shall provide a company quote concerning pricing and technical solutions details.

1. For evaluation purposes, the pricing provided for the scenario shall be included with the price proposal for the CLINs to establish the total evaluated price for each proposal. For example, if the CLIN Price Worksheet (Attachment 2) proposal for CLINS and all option periods grand total is $10,000.00; and Technical Requirement Scenario Price Quote total is $2,000.00, then the total evaluated price will be $12,000.00.)

Again, the CLIN price Worksheet and the Technical Requirement Scenario quote shall be a separate documents from the technical/management proposal.

4. Offerors shall propose a fixed price payment plan commensurate with the value of the deliverables and/or significant milestones in the PWS for this requirement. A FFP payment plan with the total dollar amount divided into 12 equal monthly payments will not be accepted unless the offeror provides justification for this plan that the Government subsequently deems adequate, reference CLIN 0001, 1001, 2001, 3001 and 4001. The eventual awardee will be authorized to invoice monthly.

5. The Government intends to evaluate proposals and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions or seek clarifications if the Contracting Officer (KO) determines they are necessary. In the event issues pertaining to a proposed task cannot be resolved to the KO’s satisfaction, the Government reserves the right to withdraw and cancel the proposed task order. In such an event, offerors will be notified in writing. In the event a competitive range is established and the KO determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the KO may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition.

6. In response to this RFP, no terms, conditions, or assumptions will be entertained. If terms, conditions, or assumptions are included in a proposal, the proposal may be excluded on grounds that it failed to comply with the RFP’s instructions.

7. An offeror agrees that if its offer is accepted within 90 calendar days from the date of receipt of proposals (unless a different period is stated in the proposal), it will furnish the items and/or services identified in its proposal at the price offered to the designated point(s) within the time specified in the contract.

8. Portions of the successful offeror’s proposal may be incorporated into the contract.

9. Questions should be addressed to tina.m.book.civ@mail.mil. The phone number is 618-229-9221. Please provide any questions, in writing, no later than July 18, 2017 at 2:00pm (CT). The Government reserves the right to not answer questions submitted after this time.

10. Proposals are due no later than August 14, 2017 at 11:00am (CT) and should be submitted to the contract specialist at DITCO via the following email address: tina.m.book.civ@mail.mil.

Attachment 1, QASP Attachment 2, CLIN Pricing Worksheet Attachment 3, Past Performance References Attachment 4, Evaluation Tables Attachment 5, Technical Requirement Scenario

PWS Attachments for reference only:

Atch 6. QA Form DISA 2178 (REV 05182015) Atch 7. Visit Authorization Request (VAR) Template Atch 8. Div 28 Security Requirement Excerpt from DISA CSI 360-95-3 Facilities Engineering Standards Atch 9. Recommended Format for Configuration Management Equipment List (Sample) Atch 10. Current ISS Installation/Integrated Equipment Listing.

PERFORMANCE WORK STATEMENT PWS

PERFORMANCE WORK STATEMENT (PWS)

13 Apr 2017

FOR

ENTERPRISE-WIDE INTEGRATED SECURITY SYSTEMS (ISS)

OPERATIONS AND MAINTENANCE SERVICES

1. Contracting Officer’s Representative (COR)

a. Primary COR.

Organization:

Department of Defense Activity Address Code (DODAAC):

Address:

Phone Number:

Fax Number:

E-Mail Address:

b. Alternate COR.

Organization:

DODAAC:

Address:

Phone Number:

Fax Number:

E-Mail Address:

1. Contract or Task Order Title Enterprise-Wide Integrated Security Systems (ISS) Operations and Maintenance Services

1. Background Defense Information Systems Agency (DISA), Services Directorate (SE) datacenters provide routine and mission-critical computer processing resources in support of the Department of Defense (DoD) and numerous government agencies on a 24 hours per day, 7 days a week basis.

In support of this National Defense Mission, DISA utilizes an Integrated Security System (ISS) as part of its tools to protect is personnel, mission and facility infrastructure. All facilities covered under this contract currently have some level of ISS installed in them.

DISA has ISS systems and equipment installed at datacenter facilities and intends to continue the repair, expansion, and modification of these systems throughout the enterprise.

1. Objectives The objectives of this requirement are to provide enterprise wide preventative, routine, and emergency maintenance services that are complimented with system additions and modifications in direct support of DISA’s computing mission and current ISS systems.

In general ISS equipment includes all devices and ancillary equipment for access control systems (ACS), intrusion detection systems (IDS), closed circuit television (CCTV), High-security locksets, and GSA approved safes.

1. Scope

3. The scope of this requirement are to provide enterprise wide maintenance at multiple sites on a wide range of ISS systems and components. Equipment covered under this contract include all ISS software, hardware, and cabling.

· Typical ISS hardware includes but is not limited to:

· Electronic door strikes

· Magnetic locks

· Panic/crash bars

· ISS controlled or alarmed door hardware to include hinges, handle sets, lock sets, power openers, activation buttons, closers, latch plates, closers, latch guard plates (astragals), etc.

· Strobe lights and switches

· Glass-break and motion sensors

· Balanced magnetic switches, contacts, and other installed intrusion detection system devices

· CCTV components such as analog and digital cameras and mounts, Encoders/decoders

· Network Video Recorders (NVR), etc.

· Power-over-Ethernet (PoE) injectors

· Power enclosures, batteries, and associated equipment

· Power backup batteries

· Controller/interface units/boards, and enclosures

· Control, data, and power wiring for the ISS

· High-security locksets (e.g. X-10, X-09, and similar) mounted on doors, vaults, safes (GSA-approved security containers), etc. in secure areas to include strike configurations.

· Safes including the associated high-security locksets

· Mass notification (public address) systems (stand-alone from ISS)

· Equipment not included in this contract include but are not limited to:

· Doors not controlled or alarmed by the ISS system

· Facility structure or roofing

· Facility HVAC infrastructure

· Facility electrical power infrastructure

· Landscaping

· Floors, drop ceilings, lighting

3. The contractor shall provide appropriately cleared and trained integrated security system technicians, project managers, and quality control personnel to fulfill the requirements outlined by this PWS. Personnel supporting this contract may have exposure to IT processing equipment, and documents while working in secure areas. However, contractor personnel will not access or perform work on these systems, work will only be performed on the unclassified ISS.

3. Technical Requirements

Technical Requirements (TRs) are contract modifications initiated by DISA to resolve an unscheduled maintenance, emergent maintenance, system expansion/contraction or to modify the system. The requirements are issued in the form of a TR that outlines the technical requirements. The contractor must provide a technical approach and pricing for each TR. All TRs shall be firm fixed price and must be accepted/approved by the Chief, BOS Branch (MPE1), COR, and Contracting Officer (KO). The KO shall add these requirements to the current year contract by modification of the contract before the beginning of any upgrade, realignment, addition or modification.

Technical requirements are given a specific numbering system for tracking of the requirement. The number system is as follows:

Site Number (see below) – SS for Security System – Sequential Four-Digit Number. The first digit of the sequential number will be 0 for the base year, 1 for OY 1, etc. The last three will indicate the TR within that particular year and will begin with 001. For example, the TR number for the third TR created for Denver in OY 2 is: TR 00-SS-2003.

3. Mandatory training for all contract personnel: DISA requires that all personnel performing work on this contract shall complete the following training annually. The training must be completed within thirty (30) days of contract award or the execution of any option or contract extension period. Additionally, some training may be provided in class rooms (at local site), via all hands, or by site security managers or via VTC. No travel will be authorized. There is no cost to the contractor to take this training and all labor charges shall be included as part of the FFP monthly PM or system administrator rates. All training classes can be accessed through the internet. There is no requirement to be at a government facility or use government IDs. All certificates should be sent electronically to the COR/ACOR within 15 days after completion of training.

Cyber Awareness Challenge Training is available at:

http://iase.disa.mil/eta/index.html Select “Cyber Awareness Challenge”, Version 2.0, October 2013 If the above course is no longer available, select the most recent version for DoD Personnel.

Phishing Awareness Training is available at:

http://iatraining.disa.mil/eta/phishing_v2/launchpage.htm

Personally Identifiable Information (PII) Training is available at:

http://iatraining.disa.mil/eta/piiv2/launchPage.htm

Portable Electronic Devices / Removable Storage Media Training is available at:

http://iase.disa.mil/eta/pedrm_v2/pedrm_v2/launchPage.htm

1. Performance Requirements.

4. Licensing of personnel and companies

The Contractor shall be (or be teamed with) a certified reseller for the installed ISS system at each site.

Failure to possess these certifications will make the Contractor unable to perform required duties under this contract and will be cause for non-selection and/or contract termination due to inability to perform. The contractor shall notify the Government of any technician changes throughout the life of this contract. For temporary and/or permanent replacement of personnel, the contractor shall provide verification of certifications for each individual to the Contracting Officers Representative (COR) or the contracting officer (KO). See Paragraph 11 for Deliverable List and Delivery Schedule.

4. Provide Quality Control

6.2.1 Provide a quality control plan that shall be submitted for acceptance by the Government. The plan shall be submitted within 30 days of contract award. The government will require review and provide acceptance or comment to the plan within 10 business days from the date of submission by the contractor. See Paragraph 11 for Deliverable List and Delivery Schedule.

6.2.2 Provide quality control within 96 hours of completing all PM and Technical Requirement (TR) work. The contractor shall provide a report detailing how the work was completed within the parameters of the quality control plan. For all PM and potential TR work outlined in this PWS the contractor shall submit a completed QA surveillance (Appendix A) Form to the COR for final PM and TR work acceptance. See Paragraph 11 for Deliverable List and Delivery Schedule.

4. Provide ISS maintenance, installation, and modification in accordance with best industry practice, original equipment manufacturers requirements and the requirements in this PWS.

4. Provide periodic and recurring preventative maintenance to include all parts, labor, and travel (travel shall be in accordance with the Joint Travel Regulation).

4. Provide recurring updates to the ISS systems operations and maintenance manuals ISS configuration drawings, equipment lists and documentation to include all parts, labor, and travel.

4. Provide emergency and routine unscheduled maintenance as required to include all parts, labor and travel.

4. Provide unplanned expansion and/or modification of the ISS system as a result of new or modified facilities infrastructure or physical security requirements including all parts, labor, and travel.

4. Provide training to the Site Security Manager and team on the ISS system(s) that was changed or modified. This shall include all materials, labor, and travel.

4. Within thirty (120) calendar days of contract award, the contractor shall survey the existing ISS systems at each facility and provide survey results to the COR within forty five calendar days after the survey is completed. The contractor shall use the post award, government provided documentation as the baseline for the installed ISS equipment. The survey shall include:

0. Inventory of all installed ISS components, devices, panels, cameras, etc.

0. Detailed list of ISS components by make, model, serial number, installed location and serviceability. Provided recommendations for replacement of components due to end of life or serviceability.

0. Recommendations for upgrades/replacement of existing components, hardware, workstations, services, printers, and software/hardware.

0. Verify and document the installed software/firmware versions, workstation operating systems and antivirus software.

0. Inventory onsite government owned spare parts. Provide a recommendation with a cost estimate for government owned spare parts that are not present at the facility.

0. List of battery backups for the system

4. Within one hundred twenty (120) calendar days after contract award, the vendor shall utilize the information gathered from the initial survey and any subsequent site visits to develop and deliver a consolidated equipment list and set of system drawings.

The equipment list shall be in MS Excel documenting the specifics for each system device and component. Examples of these devices and components are:

· Cameras

· Keypads

· Monitors

· Card readers

· Software

· NVR

· Mag locks

· Head-end equipment

· Safes

· High security locksets (X09, X10, cypher)

· Printers

The drawing shall be in AutoCAD (2015 version or newer) and PDF with the following attributes:

· Locations of all equipment

· Title block (use DISA title block)

· Legend

· Power sources for the ISS

4. Upon completion of the initial PM the contractor shall identify and label (as needed) all ISS wiring from panel to device.

4. Software/Firmware Updates

Firmware releases by the manufacturer for any system hardware shall be installed within 30 calendars days of firmware release date (not necessarily coinciding with other scheduled maintenance services). Software patches, updates, and new releases for all installed software on all IT equipment shall be tested for stability and correct operations during all PM services. Under no circumstances shall installed software on security system equipment be allowed to not have the most current updates or security patches at the completion of a PM Service. The security networks to be maintained are private, closed networks with no connection to any outside Network, including the DISA LAN and direct connections to the internet, or otherwise. Mass storage devices such as USB drives, CompactFlash, external hard drives, SD cards, etc. will not be connected to any ISS equipment. All CDs and DVDs will be scanned by security personnel prior to being connected to ISS equipment.

Site personnel shall be trained anytime the hardware or software has been updated. The training shall be conducted at the time of the upgrade and/or installation and shall be of sufficient duration (at the Government’s discretion) so that the trainee is competent to operate the software and/or hardware.

4. Travel must be approved by the COR in advance and will be reimbursed in accordance with the joint travel regulation and FAR 31.205-46. When used, travel shall be invoiced monthly on a cost basis.

4. Hazardous Conditions A small portion of the St. Louis ISS is located in a basement/crawl space that has been identified as having lead and asbestos contamination. The vendor will be required to create a safety plan to address this health and safety issue. The vendor will also account for these issues in their pricing and procedures.

The Montgomery site has known asbestos in some old floor tiles and insulation around some ducts and piping that will need to be worked around as well. As the system is currently configured, none of these issues are directly related to any security systems or pose a threat to security system servicers. There is no need for offerors to account for these issues in the current proposal. These issues will be addressed as the need arises for any reconfigurations. Drawings indicating the location of these issues will be provided after contract award.

No other extenuating health and safety issues are known to exist at any other sites. However, new issues may be discovered during the execution of this contract. In the event the vendor suspects that a hazardous condition exists, they will immediately notify site personnel, the COR, ACOR and stop any work that would present a health risk to site or contractor personnel.

4. Direction to the contractor

Only the Contracting Officer (KO), COR, and ACOR are authorized to direct the vendor to perform or not perform work.

4. Task 1: Preventive Maintenance Services

PM services shall include all consumable parts, remedial repairs, labor, and expenses. The Contractor shall provide a quarterly, semi-annual, and annual scheduled PM for the Access Control System (ACS), Intrusion Detection Systems (IDS), the Closed Circuit Television (CCTV) system, locksets and the badging stations.

The first preventive maintenance service shall be completed within 120 calendar days of contract award and again at a minimum of every six months, as scheduled and coordinated with the COR and security manager.

As new devices and components are installed the contractor shall adjust the preventative maintenance to include all installed systems.

PM shall include a Premium Software Support agreement with the ISS manufacturer. All necessary licenses, activation fees, etc. shall be included in the agreement. The Contractor must be an authorized distributor/representative of the ISS hardware/software manufacturer and must be fully trained and certified to operate and maintain that system. The Premium Software Support agreement shall include software patches and installation of such within one month of release (not necessarily coinciding with other scheduled maintenance services). The installation of these patches shall be fully tested on a non-critical test system prior to operational deployment at any location to ensure that they are compatible with the STIGs on the operational hardware.

Upon completion of each preventative maintenance event, the contractor shall complete a quality assurance form (Appendix A) completing all blocks pertinent to the services performed. Provide this quality assurance for to the site security manager. The security manager will document their quality assurance findings and forward the quality assurance form to the COR.

0. All contractor technicians shall be manufacturer certified.

0. Annually, the contractor shall provide two hundred (200) proximity cards and four (4) printer ribbons to each facility. The cards and ribbons must be provided within the first 30 calendar days of contract award or execution of an option year. Contractor shall coordinate the type of card and starting and/or ending sequence number with the site security manager.

Annually the contractor shall have a Department of Defense (DoD) certified locksmith perform manufacturer recommended preventative maintenance, inspect and recertify all safes and high security locksets.

0. Semi Annual PM tasks shall include all actions recommended by the manufacturer and if not specifically recommended by the manufacturer, it shall also include the following:

Disassembly, cleaning, and reassembly of door controls and door hardware Maintenance and routine inspection of access control and intrusion detection hardware Detailed equipment cleaning (including removal of cobwebs, camera lens cleaning, keypad cleaning, and similar) Operational testing of all components Review of site access control software setup and database(s) CCTV operational checks of all multiplexer and DVR/NVR ports and cables Visual inspection and load testing of all batteries Alignment/tweaking of cameras for proper aperture, aim, and resolution Thorough cleaning, adjustments, services, and recommendations for camera equipment supports Test ACS badging system operation Cleaning of printers using manufacturer approved techniques and rollers (or equivalent based on the printer/encoder equipment provided) for the printer during the PM

Semi Annual PM shall include the cleaning and optimizing of the ISS databases. These services shall include management of all server and workstation hard drive spaces, to include defragmentation and cleaning/optimization, and identification of other potential problem areas that could degrade system performance.

0. Quarterly PM tasks shall include all actions recommended by the manufacturer and the following:

The Contractor shall coordinate with the security manager and be present to perform quarterly alarm testing; and, if necessary, immediately troubleshoot and resolve any issues that occur during these quarterly alarm system tests. Scheduling of the recurring PM to coincide with every other quarterly alarm system test is recommended to minimize the cost to the taxpayer.

Databases shall be backed up and stored in a secure offsite location at least quarterly.

The contractor shall update the operating systems (OS), anti-virus programs, firmware, and all installed applications (security system software and accessory software including office productivity and photo manipulation) no less than quarterly.

0. Service report(s) shall be completed for all preventative maintenance task. The service reports shall include detailed information on tasks performed, training provided, findings relating to equipment condition and recommendations to improve the condition and/or repair the system. The report shall clearly identify the installed software versions and patches for all ISS software, OS, and antivirus. This deliverable shall be provided concurrently to the COR and site Security Manager in electronic format not more than fifteen (15) calendar days following the completion of the services. See Paragraph 11 for Deliverable List and Delivery Schedule.

0. Task 2: Configuration Management (CM)

Document configuration management services shall include all consumable parts, remedial repairs, labor, and expenses necessary to maintain the ISS documentation. All ISS documentation shall be marked FOR OFFICIAL USE ONLY (FOUO) and shall not be distributed to others without the written approval by the KO.

The contractor shall maintain ISS system documentation and configuration information providing updates to the documents when there has been a change to the systems configuration, equipment type or quantity, movement of equipment, replacement of equipment, removal of equipment etc.

Original copies of all operation and maintenance manuals and configuration drawings shall be maintained at each site. Upon a change to the system, these documents shall be updated manually (red pencil) at the time the change was made to the system. Updated copies of the changes shall be placed in the sites documentation at the time of the next preventative maintenance service.

Provide updated electronic copies of the ISS system documentation to the COR and site security manager quarterly. Electronic copies shall be stored on the ISS system.

0. Documents required to be maintained as part of the configuration management services include ISS system equipment lists, ISS system drawings, software versions, recommendations for improvements, and unresolved maintenance items.

0. ISS system equipment list: The equipment list shall be in excel format and contain the following minimum items:

Equipment name, make, model, manufacturer, serial number Physical location in the facility Door or area supported Alarm modes Associated (linked) equipment Capability information (for example, resolution and aperture of a camera, or mounting type and field-of-view for a PIR)

0. ISS Drawings: The contractor shall maintain a set of Record Drawings for the ISS. The drawing set shall be maintained in AutoCAD 2015 or later and PDF. The drawing shall include:

Equipment type, label, and locations on a facility layout Point to point schematic or riser diagram for the system and its devices Network architecture Detail indicating wiring for typical door, badge reader and IDS devices

0. Task 3: Unscheduled (Emergency) Maintenance & Repair (24x7)

Emergency Maintenance Services, commonly referred to as emergent service calls shall include all troubleshooting and repair of all covered equipment. Emergency services shall be available to the Government 24 hours per day, 7 days per week (includes weekends and holidays), with a two-hour response time by trained, proficient operations and repair contractor personnel (report to site or as directed by site representative). Personnel shall be certified and/or authorized, by the manufacturer, to service the equipment they will be required to work on.

Emergent service calls shall include all consumable parts, remedial repairs, labor, and expenses necessary to maintain the ISS system.

Release to respond to an emergent repair will be provided by the COR or KO. For the purpose of tracking these events, a TR number will be provided. The TR number, invoices for materials purchased and the service report shall be included as part of the invoice.

Upon completion of each emergent maintenance event, the contractor shall complete a quality assurance form (Appendix A) completing all blocks pertinent to the services performed. Provide this quality assurance for to the site security manager. The security manager will document their quality assurance findings and forward the quality assurance form to the COR.

0. Emergency calls shall be worked continuously “around the clock” until completed. Estimated completion date/times and progress reports shall be provided to the COR and Security Manager daily. Parts required in support of emergency service calls shall be obtained in the most expedient and cost effective manner available.

0. The contractor shall be able to obtain critical equipment and parts, such as control boards and keypads, to ensure that failures of this equipment can be fixed within a reasonable timeframe of 72 hours.

0. Service report(s) shall be completed for all task. The service reports shall include detailed information on tasks performed, training provided, findings relating to equipment condition and recommendations to improve the condition and/or repair the system. The report shall clearly identify the installed software versions and patches for all ISS software, OS, and antivirus. This deliverable shall be provided concurrently to the COR and site Security Manager in electronic format not more than fifteen (15) calendar days following the completion of the services.

0. Task 4: Unscheduled Maintenance and Repair Unscheduled labor only maintenance and repairs, commonly referred to as routine service calls are maintenance and repair tasks of a minor nature which involve contractor labor only to resolve. This work shall be performed during normal operation hours and invoiced at normal labor rates, overtime is not permitted. Response to these requests for maintenance time shall not exceed three business days. Personnel shall be certified and/or authorized, by the manufacturer, to service the equipment they will be required to work on.

6.19.1 Release to respond to an emergent repair will be provided by the COR or KO. These repairs will be accomplished on a labor basis. For the purpose of tracking these events a TR number will be provided.

6.19.2 Routine service calls services shall include all consumable parts, remedial repairs, labor, and expenses necessary to maintain the ISS system.

6.19.3 Upon completion of each routine service call event, the contractor shall complete a quality assurance form (Appendix A) completing all blocks pertinent to the services performed. The contractor must indicate the number of hours used to perform the service on the quality assurance form. Provide this quality assurance form to the site security manager. The security manager will document their quality assurance findings and forward the quality assurance form to the COR.

6.19.4 Routine service order repair costs shall not exceed $1000 per site per month or $12,000 per site per year. Unscheduled labor only maintenance repair costs shall be billed at the negotiated rate for each site for the actual labor hours provided.

6.19.5 Invoices for service calls shall include a description of services, the TR number, date of service, service call rate, and the vendor’s cost information for any ODC costs.

6.19.6 The contractor shall track routine service calls and their accruing costs. On a monthly basis provide a list of all service calls including the description of service for each call, the cost for each call, monthly and annual routine service call costs. Provide this report no later than the 5th of each month.

6.19.7 Examples of maintenance repair services include but are not limited to:

Database restoration work involving only contractor labor (no ODCs).

Alignment of door hardware to allow proper opening, closing, or other functionality.

Software configuration (e.g. realigning user groups or sets of access control points within the database, etc.).

Other security system restoration work involving only contractor labor (no ODCs).

Replacement of failed ancillary components of security devices using government owned spare parts (e.g., solenoids, transistors, relays, etc.).

Replace primary system components (e.g., proximity card readers, keypads, motion sensors, cameras, door contact switches, etc.).

Perform work unrelated to the continued proper operation of the integrated security system, as configured during normal operation.

Training

0. Task 5: System Repairs and Replacements, Modifications and Additions (Technical Requirements)

0. This work shall be conducted upon issuance of an individual TR modification to the contract only. A detailed and specific statement of objectives will be provided to the contractor to which the contractor will respond with their technical and cost approach. Final pricing for this work shall be negotiated at the time of issuance of the modification and prior to work being accomplished. A FFP labor rate in support of this line item will be established at contract award. The FFP labor rate shall be utilized when proposing work under this line item.

0. Examples of system repairs, replacement, modifications and addition services include but are not limited to:

Replacement of existing ACS and IDS components (locks, proximity readers, PIR, BMS, etc.) upon component failure Additional doors to be covered by ACS (new security requirements) Removal of doors from ACS (removal of security requirements) Replacement of motion sensor REX sensors with exit card readers (modifications) Relocation of controller enclosures and interface components Migration of ACS database to upgraded ACS control computers ACS database software upgrades required to maintain system warranty Installation of additional PIR motion sensors or other IDS components Installation of x-ray equipment/devices for personnel and property scanning Installation of wireless scanning/sniffing equipment Upgraded controller cards required for ACS database software compatibility Installation of additional fixed or PTZ cameras to CCTV network Replacement of CCTV multiplexers, controllers, and/or NVR to increase capabilities Replacement of ISS workstations or servers

0. The contractor shall prepare technical requirement proposals with estimates of hardware/software costs and labor hours to complete. All TRs are firm fixed price and must be accepted/approved by the COR, and Contracting Officer (KO).

0. Technical submittal information from the Original Equipment Manufacturer (OEM) on equipment installed shall be provided to the KO in electronic format and shall be placed in the sites ISS documentation at the completion of the service.

0. Upon completion of the service, the sites ISS system documentation shall be updated.

0. Upon completion of the service, the contractor shall complete a quality assurance form (Appendix A) completing all blocks pertinent to the services performed. The contractor must indicate the number of hours used to perform the service on the quality assurance form. Provide this quality assurance form to the site security manager. The security manager will document their quality assurance findings and forward the quality assurance form to the COR.

0. Upon completion of the service, the contractor shall complete a service report on tasks performed, software and firmware releases (to include STIGs) installed, any findings relating to equipment condition, and/or recommendations to improve the condition of the system.

0. Task 6: Cabling, Conduit and Installation Requirements All services provided by this contract shall adhere to these general cabling, conduit and installation requirements.

0. Cabling:

All cabling used shall be plenum-rated, regardless of application. All datacom cabling to be installed (coax, cat5 copper, and fiber optics) shall be jacketed in purple.

All existing (legacy) datacom cabling currently installed shall be labeled at both ends, clearly indicating its system, function, and equipment connected. The cables will be replaced and put into conduit should the cable or device that they are connected to be replaced.

Cables and conductors will be clearly labelled within three inches of any termination.

All new conductors (power and data) shall be free of splices and shall be installed into conduit (not free-run).

0. Conduits, junction boxes, raceways:

All new conduit shall be electrical metallic tubing as defined by NFPA 70 (NEC) and shall be purple in color. Conduits shall be installed in accordance with NFPA 70 (NEC).

All new junction boxes and raceways shall confirm to and be installed in accordance with NFPA 70 (NEC). All junction boxes and raceways shall be labelled to clearly indicate the ISS wiring/circuits that pass through the box/raceway.

0. Maintaining facility integrity and appearance:

All installation or relocation of ISS system devices, conduits, raceways cables and such shall include the restoration of the facility walls, paint, landscape, flooring to match the existing site condition.

An example of maintain the facility integrity and appearance is:

When removing or relocating a proximity card reader the wall space the contractor shall complete the task with no damage to the facility.

6.22 Hours of Operation:

6.22.1. Normal Hours Preventative and Unscheduled Maintenance: 0730-1630, Monday through Friday, not including holidays.

Situations, such as snow days, may occur during normal duty hours; therefore, during inclement weather or other mitigating scenarios, the vendor will contact the Site Manager by telephone or email to determine the Site’s operational status.

The sites may modify these hours as necessary to meet mission requirements. The site will specify changes to normal duty hours in writing to the COR and Vendor.

If the work is for preventive maintenance, and adversely affects the normal operations of the using activities, the contractor shall schedule such adverse maintenance at least 28 calendar days prior to the work commencing to obtain approval from the Government representative.

6.22.2. Non-Normal Hours for Emergency Services.

The contractor shall perform work during non-normal hours including holidays and weekends, for emergency service repairs. These services requiring 24x7 staffing are exempt from any recognized holidays. The Government representative will reply in writing on the authorizations or non-authorization of this request.

6.22.3 Recognized Government Holidays.

The government recognizes the following holidays, for which the contactor is not required to provide scheduled services: New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day

If the holiday falls on a Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday.

7. Performance Standards.

General Performance Items: 6.1, 6.2, 6.8, and 6.9.

Task 1 and 2 -Preventive Maintenance Services and Configuration Management (6.16 and 6.17)