Attachment C - RFQ IHS1525595 - Statement of Work ACIC Alarm Systems.pdf

INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

Statement of Work

Background The Ak-Chin Community Health Clinic is obligated to provide patients with medical services in a safe environment that should be monitored by a security system. The Ak-Chin Community Health Clinic does not have the capabilities or the facilities for the proper surveillance systems or alarm systems. Therefore, there is significant need for alarm and surveillance systems at the Ak-Chin Community Health Clinic, adding a layer of security for staff and patients.

The Indian Health Service (IHS) has a requirement for the proper systems, both alarm and surveillance.

These services shall be provided at the Ak-Chin Community Health Clinic located at:

Ak-Chin Community Health Clinic 48203 W Farrell Road Maricopa AZ, 85139

Objective The objective of this contract is to lease, install, and maintain an integrated security system for the Ak- Chin Community Health Clinic that can be maintained at the Phoenix Indian Medical Center. The system should include a remotely monitored alarm system, surveillance cameras, and associated monitoring and support services. The leased system will enhance the security and safety of facilities, personnel, and visitors, and safeguard federally owned property by providing continuous monitoring, timely detection of security incidents, and responsive support services in accordance with applicable federal standards, policies, and requirements.

System Requirements The Contractor shall provide a fully integrated, leased security system solution that includes all required equipment, software, hardware, and services necessary to support continuous alarm monitoring and video surveillance operations at the Ak-Chin Community Health Clinic from the Phoenix Indian Medical Center (PIMC). All system components shall be provided under a lease arrangement for the duration of the contract and any exercised option periods; ownership of all equipment and software shall remain with the Contractor.

The leased system shall include, at a minimum, alarm system components, surveillance cameras, monitoring software, servers or computers, networking devices, storage media, and any ancillary hardware or peripherals required for full system functionality. The system shall be scalable, reliable, and compliant with applicable federal, HHS, and IHS security, privacy, and technology standards.

The Contractor shall be fully responsible for system design, installation, configuration, testing, and commissioning, including all labor, materials, tools, and equipment necessary to deliver a fully operational system. This responsibility includes integration of all hardware and software components, connection to monitoring services, and verification that the system operates as intended.

The Contractor shall also provide all associated services required to support the system, including but not limited to:

• Continuous or scheduled monitoring services, as specified by the Government

• Preventive and corrective maintenance

• Repairs and replacement of malfunctioning or obsolete equipment

• Software updates, patches, and licensing

• Technical support and troubleshooting

• System documentation

• Training for designated Government personnel, as required

The Contractor shall ensure that the system remains fully operational throughout the contract period and shall promptly address any system outages, deficiencies, or performance issues in accordance with contract requirements and service-level expectations.

The Contractor shall be responsible for the removal and proper disposition of any existing or legacy alarm and surveillance systems previously installed by prior vendors, as directed by the Government. Removal activities shall include deinstallation, disconnection, and site restoration as necessary to support the installation of the new system. All removal and disposal actions shall be performed in accordance with applicable federal, state, and local regulations and shall not disrupt ongoing clinic operations.

Contract Awardee Responsibilities & Tasks The Contractor shall be fully responsible for the installation, activation, and ongoing monitoring of the alarm system as part of the leased integrated security solution. Monitoring services shall be provided for the duration of the contract and any exercised option periods and shall ensure continuous or otherwise Government-specified coverage.

The Contractor shall also be responsible for the safe and complete removal of any existing alarm and surveillance systems installed by previous vendors. This includes coordination with Government personnel, ensuring no disruption to facility operations, and proper disposal or turnover of equipment as directed by the Government.

Upon receipt of an alarm signal or system alert, the Contractor shall promptly assess the signal and initiate appropriate response actions, including notification of the proper authorities (e.g., local law enforcement, fire department, or other emergency response personnel), as applicable. In addition, the Contractor shall notify designated individuals identified on the Phoenix Indian Medical Center (PIMC) contact list for the affected clinic or facility, in accordance with Government-approved notification protocols.

The Contractor shall maintain current contact information, escalation procedures, and response protocols and shall coordinate with the Government to ensure notifications are accurate, timely, and aligned with facility security and safety requirements. All monitoring, notification, and response activities shall be documented and made available to the Government upon request.

INSPECTION - The quality of service shall be subject to inspection by the Contracting Officer at any time. Should it be found that quality of services being performed is not satisfactory, and that the requirements of the specifications are not being met, the Contracting Officer may terminate the contract, INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

and employ another Contractor to fulfill the requirements of the contract. The existing Contractor shall be liable to the Ak-Chin Community Health Clinic for costs incurred on account thereof.

The Contracting Officer reserves the right to reject and bar from the facility any employee hired by the Contractor.

Support and Maintenance Services A contractor representative will be available to Ak-Chin Community Health Clinic for servicing/troubleshooting assistance during standard workday hours. Contractor will provide assistance or consultation for services either in person or over the phone to Ak-Chin Community Health Clinic as needed. Notification to Ak-Chin Community Health Clinic is mandatory if normal representative is not available and another contact will be provided.

Training The Contractor shall provide basic operational training on the use of the integrated alarm and surveillance system to designated clinic staff and Phoenix Indian Medical Center (PIMC) Security staff.

Training shall include, at a minimum, instruction on system arming and disarming procedures, routine operation, basic troubleshooting, and appropriate actions to take in response to system alerts or alarms.

Training shall be conducted at times and locations approved by the Government and shall be sufficient to ensure that personnel can safely and effectively operate the system. The Contractor shall provide any necessary training materials, user guides, or reference documentation and shall offer refresher training or additional sessions as requested by the Government during the period of performance.

Web Requirements

The integrated security system shall support secure, web-based and/or network-accessible functionality, as required and as approved by the Government, for system administration, monitoring, reporting, and maintenance. All web-enabled components shall comply with applicable federal, Department of Health and Human Services (HHS), and Indian Health Service (IHS) information security, privacy, and technology policies and standards.

The Contractor shall ensure that all web-enabled system components, as approved by the Government:

• Utilize secure, encrypted communications for all data transmission and remote access

• Support role-based access controls to ensure system access is limited to authorized users

• Are compatible with Government-approved web browsers, operating systems, and environments, as identified by the Government

• Do not require the installation of unauthorized software, plug-ins, agents, or applications on

Government-furnished systems

Any remote access used by the Contractor for monitoring, maintenance, diagnostics, or support shall be approved in advance by the Government and configured to prevent unauthorized access to Government networks, systems, or data. Remote access shall be limited to the minimum level necessary to perform contracted services.

The Contractor shall not utilize cloud-based storage, cloud-hosted applications, or third-party hosting environments for video, alarm, system, or monitoring data without prior approval from the Government. The Contractor shall not store, transmit, or retain system data outside Government-approved environments.

The Contractor shall coordinate with Government IT and information security personnel to ensure that all network connections, firewall requirements, access controls, and configurations are reviewed, authorized, and approved prior to system activation and maintained in compliance throughout the period of performance.

Period of Performance (POP) This will be a Base Year plus Four Option Year contract.

52.237-1 Site Visit. (APR 1984)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

• Will be schedule upon request.

• Attendance is at the discretion of the contractor.