ATT_02_RFQ_VideoSurv_SOW_07072016.docx

NAMA-16-Q-0003, Video Surveillance System Software and Expansion

ATTACHMENT 2 - STATEMENT OF WORK

1.0 BACKGROUND

The National Personnel Records Center (NPRC) of the National Archives and Records Administration (NARA) has a closed-circuit television (CCTV) video surveillance system at its facility at 1 Archives Drive in St. Louis, Missouri. The system is an internal network of security cameras using the OnSSI Version 3.7 video monitoring software system. The system is monitored by on-site security officers and NARA personnel. The system is standalone and not connected to any other internal or external network.

2.0 SCOPE

For its existing surveillance system, NARA intends to engage a Vendor for the following requirements:

to acquire CCTV video surveillance software and licenses (both server and client), to provide software training (for system users and system managers) to NARA employees and Department of Homeland Security staff members, to provide annual system preventive maintenance, to provide labor for necessary service and assistance, to implement one-time system expansion [server(s), additional cameras, workstations, associated hardware, and software], and to provide additional equipment and installation, and after-hours services, as may be required under a Not-To-Exceed (NTE) line item.

The contract will apply to the period from the date of award for twelve (12) months, plus four (4) option years.

3.0 DESCRIPTION OF SERVICES/REQUIREMENTS

3.1 Software and licenses (CLIN 0001). The Vendor shall provide and install video monitoring software, for system server(s) and all client workstations, that can be used with current cameras, workstations, and infrastructure. The system is standalone and not connected to any other internal or external network. The software is intended to replace or upgrade the current NARA-owned OnSSI Version 3.7 video monitoring software. The software must have the following capabilities:

Supports up to 400 cameras per system and per server Supports up to 30 desktop clients Supports the existing IP cameras Supports resolution of 1280x960 for the fixed cameras Supports resolution of 704x576 for the PTZ cameras Provides recording capabilities at 25 or more frames per second Provides centralized user management Provides centralized alerts and event management Provides playback at user-selected dates and times Provides camera tampering alerts Incorporates software functions for compression or other methods of storage optimization Provides automatic daily configuration backup Video export capability (including output to USB storage devices) at every surveillance workstation Provides centralized camera and recorder management Provides storage and retrieval of images for at least 90 days Allows users of client software to configure appearance of monitoring screen (number and arrangement of cameras displayed)

3.2 Training (CLIN 0002). Vendor shall provide two four (4) hour sessions of training.

3.2.1 User functions. The first session (for approximately 15 persons) will cover basic user operations in a classroom setting or at a live surveillance workstation. The basic user training will include these topics:

3.2.2 Management functions. The second training session (for approximately 8 persons) will also be held in a classroom setting or at a live surveillance workstation. The management training session will cover system management functions such as:

3.3 Preventive Maintenance (CLINs 0003, 0008, 0012, 0016, 0020). The Vendor shall conduct an preventive maintenance program to clean and adjust all cameras, and to verify system operations within established standards. The Vendor shall perform the initial preventive maintenance within two weeks of the award of the contract. The Vendor shall provide the means to gain access to the system components, including external cameras mounted up to 28 feet above (and only accessible from) ground level. NARA will provide one (1) employee on site to assist with camera adjustments. The minimum maintenance will include:

Vendors shall submit, as part of the quotation in Attachment 7, details of their proposed preventive maintenance programs (number of visits each year, estimated hours per visit, activities accomplished at each visit, and rationale).

Replacement of components is not part of these CLINs. Vendor shall document PM on the report forms shown in Attachment 3. If a Vendor chooses to propose a preventive maintenance reporting method in place of the forms provided in Attachment 3, Preventive Maintenance Checklists, the Vendor shall indicate that choice in Volume 1 of Attachment 8, Vendor Quote Submission Form. The Vendor shall provide copies of all proposed instructions and forms as part of the quote submission. Vendor shall provide a copy of the completed report forms and a briefing on the results to the government POC.

The quotation shall include the cost of preventive maintenance for the existing system plus the expansion described in paragraph 3.5 below. For additional equipment added after contract inception (under CLINs 0006, 0010, 0014, 0018, and 0022), the Vendor shall quote inclusive per item preventive maintenance costs under CLINs 0003, 0008, 0012, 0016, 0020 in Attachment 1, Schedule of Prices. The Government will use these per item costs to amend the contract to cover the increased preventive maintenance cost.

3.4 System Service and Assistance (CLINs 0004, 0009,0013, 0017, 0021). The work under these CLINs includes labor only for diagnosis, repair, replacement, and related activities associated with malfunctions of software and the following equipment:

internal PTZ and fixed cameras, external PTZ and fixed cameras workstations (PCs, monitors, keyboards, mouse units) server(s), and switches.

These CLINs do not include the cost of replacement equipment and parts. The Vendor shall provide service and assistance in the event of a reported system problem. The Vendor shall provide access means, such as lifts or ladders, for necessary repairs. The NARA POC and alternate POC are the only individuals authorized to contact the Vendor to obtain service or assistance.

3.4.1 Business hours assistance. Business hours are defined as Monday-Friday from 8 a.m. to 4 p.m. (except Federal holidays).

3.4.1.1 Phone assistance. Phone assistance includes unlimited routine calls from the POC and alternate POC in SOW paragraph 5.0 below. The Vendor’s technical representative shall provide troubleshooting directions to attempt to resolve the problem situation without making an on-site visit.

3.4.1.2 On-site assistance. If the phone assistance does not resolve the problem, the Vendor shall arrive at the designated location within the next business day to diagnose the problem (and make repairs, if possible). If replacement parts are required, the Vendor shall inform the POC (or alternate POC) and make arrangements for any purchase of parts and equipment (under the Additional Equipment CLINs 0006, 0010, 0014, 0018, 0022), and for the repair to be made.

3.4.2 After-hours assistance. See in paragraph 3.6.3 below for CLINs 0006, 0010, 0014, 0018, 0022.

3.5 System Expansion [Including Server(s) as Required] (CLIN 0005). The Vendor shall accomplish a one-time system expansion to acquire and install:

fourteen (14) additional fixed interior cameras [Panasonic/WV-SF336 or equivalent] and three (3) client workstations & monitors [Dell T1500 or HP FM066UT or equivalent w/ 22” LCD Monitors].

All vendor-provided equipment installed under this contract must be compatible with and fully suppored by the surveillance system software.

If the Vendor determines that one or more additional servers are necessary to provide this required system capacity, the Vendor shall include the cost of the server(s) in this CLIN. Vendor shall assess the existing server and, when proposing the expansion solution, shall state whether the existing server will or will not be incorporated into the system implementation and, if incorporated, how it will be used.

The Vendor shall ensure that the server and system software will have the capability to accommodate the following equipment which may be installed in the future at the discretion of the government (in addition to the 14 cameras and three workstations specified above):

50 interior cameras, 10 exterior cameras, and 10 client surveillance workstations.

The Vendor shall provide all associated support requirements: video monitoring system software (with additional licenses) and additional hardware (including but not limited to servers, storage devices, switches, mounting brackets, and connectors). All equipment purchased and installed by the Vendor under this CLIN is the property of the government. The Vendor shall warrant all equipment installed under this CLIN for the duration of the OEM warranty.

Exclusions.

The Vendor is not responsible under this CLIN for the costs related to:

All cable runs needed to support the current or future expansion will be provided by the government and are not the responsibility of the Vendor under this contract.

3.6 Additional Equipment and After-Hours Service (CLINs 0006, 0010, 0014, 0018, 0022)

3.6.1 Additional cameras and workstations. No minimum amount is guaranteed under these CLINs. The Government may choose during the base year or any option year of this contract to require the Vendor to purchase and install surveillance cameras and/or workstations. The Contracting Officer will place orders by written notice to the Vendor for a specific quantity of cameras and/or workstations at the fixed price per unit provided by the Vendor in Attachment 1, Schedule of Prices. The Vendor’s price per unit is an inclusive price for hardware, software, installation, and all associated parts and labor. The total price for the equipment shall not exceed the ceiling in the schedule. All cable runs needed to support additional equipment will be provided by the government and are not the responsibility of the Vendor under this contract.

3.6.2 Unpriced repair parts. Repair parts required to effect repairs detected under the Preventive Maintenance CLINs (0003, 0008, 0012, 0016, 0020) and the System Service and Assistance CLINs (0004, 0009,0013, 0017, 0021), and not provided for elsewhere, shall be funded under these CLINs. The price for these repair parts shall be set at the Vendor's invoiced cost plus a percentage markup set in Attachment 1, Schedule of Prices.

3.6.3 After-hours service. The provisions in this paragraph apply when the Government determines that assistance is required outside of the business hours specified in paragraph 3.4.1 above. The Vendor shall provide telephone response within (2) hours and, when necessary, shall be on-site to provide emergency service within (8) hours. Any labor performed on equipment or services under this paragraph will be charged at the hourly rates cited in Attachment 1, Schedule of Prices.

3.7 Annual Software License Renewals (CLINs 0007, 0011, 0015, 0019) The Vendor shall purchase annual software license renewals which become the property of the government. The Vendor shall install all software upgrades and patches required to maintain full system functionality.

4.0 CONTRACT SPECIFICATIONS

4.1 Period of Performance The period of performance is a base year and four option years, commencing on the date of award.

4.2 Type of Contract The contract type is Firm Fixed Price, except for Time & Materials under CLINs 0006, 0010, 0014, 0018, 0022.

5.0 ADMINISTRATION

All coordination between Vendor and NPRC will be made through the following points of contact (POC).

NPRC Facilities Specialist (primary POC)

NPRC Security Manager (alternate POC)

Archival Research Room Manager (alternate POC)

NARA Contracting Officer

6.0 PERSONNEL

6.1 Key Personnel The Vendor's designated Key Personnel is the Project Manager who will have a direct job performance relationship with those on-site personnel assigned to perform work requirements for the purchase order and with the Contracting Officer’s Representative (COR) or designee. The Key Personnel must have a Bachelor's Degree and at least five (5) years experience in managing security services similar in size to the system in this solicitation.

6.2 Service Technicians The Vendor’s service technicians shall be trained and certified by the OEM or an equivalent certifying authority. The Vendor shall provide copies of these certifications with the quote submission.

7.0 NARA GOVERNMENT-OWNED SYSTEM

The Government will provide the Vendor with the appropriate physical access to inspect, service, and repair all component hardware and software. The existing NARA video surveillance system components are listed below. These items are government furnished equipment of system installed at:

National Personnel Records Center 1 Archives Drive St. Louis, MO 63138-1002

8.0 SHIPPING ADDRESS

9.0 SECTION 508 CRITERIA

9.1 Section 508 Program Need. Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for the following program need: "Electronic and Information Technology (EIT) Equipment".

9.2 Section 508 Deliverable Requirements. Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Functional performance criteria from 36 CFR part 1194 Subpart C have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those functional performance criteria identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Solicitation respondents must describe how the information, documentation, and support proposed for equipment deliverables meet at least those information, documentation, and support requirements identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

9.3 Section 508 Evaluation Factors. Responses to this solicitation will only be considered for award after it has been determined that the proposal adequately addresses the requirements for Section 508. Only proposals which contain adequate information to document their responsiveness to the Section 508 requirements (e.g. a completed GPAT, VPAT or equivalent and supporting documentation) will be eligible for any additional merit consideration.

9.4 Section 508 Acceptance Criteria. Equipment delivered as a result of this solicitation will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility. Equipment delivered must include a completed GPAT, a sample of which is included as a part of this solicitation.