PWS - 705 Access Control 30April25.pdf

(DRAFT) STATEMENT OF WORK (DRAFT)

705 CTS ACCESS CONTROL SYSTEM MAINTENANCE

30 April 2025

1. The purpose of this procurement is for a Hirsch authorized dealer to maintain the 705Combat Training Squadron’s three (3) access control systems and external camera system located on KAFB, building 942. The primary and largest system to be maintained is manufactured by Hirsch; however, the vendor will also be required to support two (2) smaller systems which utilize HID or equivalent equipment, specifically, the VALCOM Public Address System for Bldg942 and a CCTV external camera system with static & movable cameras which has a minimum of nine (9) cameras managed by the DW - Digital Watchdog system software.

2. Maintenance (Preventive / Troubleshooting & Repair). Equipment and software to be maintained includes, but may not be limited to: Velocity software; Hirsch TS/FICAM-ready Scramble Pads; MX8 door controllers; HID PIV Class CAC readers; Infinias Intell-M software;

Van Duprin 98/99 series latch retraction; HES and Folger Adam electronic strikes; other electronic and/or mechanical lock release mechanisms; General Electric magnetic release/ Request to Exit (REX) devices; Altronix power supply; Evolis card printer; and Proximity and PIV enrollment stations, in addition to a VALCOM PAGEPAL v-5335700 public address building system and a Digital Watchdog suite with Vmax Digital Video Recorder and x39 Analog PTZ Outdoor Wall Mount cameras model (HCP-6320HA) or equivalent.

2.1. Preventive Maintenance Visits.

2.1.1. The cost of all labor associated with preventive maintenance and other repair service calls will be covered by the firm-fixed-price negotiated value of this contract.

2.1.2. All work shall be accomplished IAW manufacturer specifications.

2.1.3. The government reserves the right to have a representative present during testing and/or other maintenance activities.

2.1.4. All maintenance actions need to be verified by a government member before concluding work or departing for the day.

2.1.5. The contractor shall provide Preventive Maintenance (PM) inspections/testing twice each year (see paragraphs 2.3 – 2.8 for specifics).

2.1.5.1. The contractor will be responsible for contacting the 705 CTS the first week of April to schedule a PM for the April/May timeframe and again NLT the first week of November for conducting a PM in the November/December timeframe.

2.1.5.2. The 705 CTS has a robust exercise schedule and time where the facility can be shut down or personnel sequestered, so, the contractor can perform the work may be limited. The work accomplished also includes classified areas; therefore, close coordination with the government Points of Contact (POCs) must be maintained for routine and/or emergency repairs/maintenance as well as arrangement of escorts within the designated areas.

2.1.6. While PM activities are being conducted, the contractor may identify parts and/or equipment that have failed or need replacement.

2.1.6.1. If equipment and/or parts need to be replaced, the contractor will notify the government before replacements are installed.

2.1.6.2. Equipment and/or parts will be procured and paid for following procedures outlined in paragraph 4 of this SOW.

2.1.6.3. The cost of labor to install the new equipment and/or parts will be included in the firm-fixed-price cost of this contract.

2.1.6.4. The government does maintain a small bench stock for some access control system equipment; this bench stock, may consist of the following:

2.1.6.4.1. Hirsch scramble pad badge reader.

2.1.6.4.2. Scramble pad reader overlays.

2.1.6.4.3. Magnetic door switch.

2.1.6.4.4. Mechanical lock release for use in crash bars.

2.2. Hardware, Software, and Firmware Updates.

2.2.1. The contractor is responsible for keeping up to date on hardware, software, and firmware updates for the access control systems covered in this Statement of Work (SOW).

2.2.2. Non-critical updates will be installed at the contractor’s earliest convenience or during the twice-yearly PM visits, whichever comes first.

2.2.3. In the rare event there is an update that is deemed critical (security vulnerability, system failure, etc.), the vendor will coordinate with the 705 CTS to install the update within 15 days of release.

2.3. Doors. All doors will be tested to ensure each one is recognized at the control station (acknowledged/registered within software) and operating properly. Additionally, a function-check, cleaning, and adjustment of all electronic or mechanical doors releases and REX magnets/reader will be accomplished. The “lock down/lock down release” capability for all doors will be verified for proper function.

2.4. Badge Readers. All readers will be tested for proper functioning, recognition at control station (acknowledged/registered within software) and, if necessary, replacement of worn/unreadable keypads.

2.5. “Meeting In Progress” signs/lights. The signs/lights for the Auditorium, Conference Room 250, and the Gallery (Room 121) will be checked for illumination and operation as will the door lockout function which occurs when the “Classified” sign/light is enabled (Auditorium and Room 250 only).

2.6. Badge Printer. The badge printer, currently located in Room 155, will be cleaned and function checked.

2.7. Control/Enrollment Stations. The computers at the front desk, Room 155, and Room 127 will be checked for proper operation, interoperability, and software updates installed.

2.8. Quick Access Buttons. The access control buttons for the main facility doors as well as the vehicle gate at the rear of the facility will be function checked and adjusted, if/as necessary.

2.9 Camera material. The outside tele-monitoring security equipment consists of at least 9 cameras of varying types (i.e. fixed, PTZ, indoor/outdoor, etc.) and/or cameras equivalent to a Security Camera - Model HCP-6320HA manufactured by Samsung or Hanwha Techwin, in addition, to wall mounting hardware if required.

2.10 Public Address System. The VALCOM PA suite will be tested to ensure the control center (lobby desk) is recognized as the control station (acknowledged/registered within software) and operating properly, such that public announcements are heard coming out of the speakers located on the first and second floors of B942. Additionally, a "selectively" (i.e. 1st FL only, 2nd FL only, both FLs, etc.) function-check, cleaning, and adjustment of all electronic or mechanical buttons/switches and connections will be accomplished. The “selectivity” capability for the control center will be verified for proper functionality.

3. Troubleshooting and Resolution.

3.1. Contractor shall provide technical support with a capable and qualified technician within 4 hours of notification, Monday-Friday, 0800-1600 hours, for emergency repair and/or replacement of failed or malfunctioning equipment.

3.2. Contractor shall provide emergency, after-hours support (1600-0800 hours), weekends and holidays periods with a capable and qualified technician within 24 hours of notification.

3.3. Contractor shall provide non-emergency support with a capable and qualified technician within 48 hours of notification.

3.3.1. The government may waive the response time requirements in paragraphs 3.1 – 3.3 above, due to issues such as exercise schedules, previously scheduled meetings or events that cannot be moved, availability of government personnel to escort the contractor, etc. In those cases, the contractor and government will work together to schedule the visit as soon as possible.

3.4. After the problem with the systems is identified, the contractor will advise the federal agency of the problem before initiating any actions to resolve the issue.

3.4.1. The contractor may initiate repairs after obtaining government approval.

3.4.2. A full system test will be conducted by the contractor at the conclusion of work to ensure the problem was fixed and the entire system is functioning properly.

3.5. Repair / resolution of the problem should be completed no later than close of business on the next business day, unless there are extenuating circumstances. In those circumstances, the contractor will let the government know why the repair can’t be completed and provide an estimated date as to when the contractor will be able to complete the work.

4. Procurement and Payment of Parts/Equipment Due to Failures or Required Upgrades.

4.1. Parts and equipment are not part of the firm-fixed-price of this contract; however, the labor associated with the installation of such items is covered by this contract.

4.2. If the contractor determines that parts need to be replaced due to a failure or for a required upgrade and that item is not available in the government’s bench stock, the contractor shall provide the government with the specific information about the part needed (e.g., type, make, model, manufacturer part number, quantity).

4.3. The government will determine how the part/equipment will be procured and paid for in accordance with government acquisition regulations.

4.3.1. If possible, the government may procure the parts directly from the vendor this contract is awarded to. The Government Purchase Card (GPC) will be used to pay for the item(s).

4.3.1.1. If the parts are purchased from the contractor, the contractor shall install only materials that are new and undamaged. Refurbished or used materials are not acceptable, unless they are provided by the contractor at no cost (temporary loan) to be used as an interim solution to resolve a problem until new parts can be ordered, delivered, and installed.

4.3.1.2. The contractor shall provide loaner or replacement equipment within 24 hours of malfunction or failure, regardless of the reason for malfunction or failure, if timely repairs/replacement cannot be completed.

4.3.2. If government acquisition regulations dictate another method of procurement, the government will order the equipment and coordinate installation with the contractor after receipt.

5. Scheduling Work.

5.1. The contractor shall attempt to perform work during normal business hours, 0730-1630 hours, Monday – Friday.

5.2. If the contractor determines that it must work beyond normal business hours or weekends, at no additional cost to the government, the contractor will make such arrangements with the government representative to arrange access to the facility and appropriate escorts.

5.3. As mentioned in paragraph 2.1.5.2, the unit has a robust exercise schedule which requires coordination and advance notice to facilitate service calls/repairs and PM visits.

5.4. The following days are federal holidays and government offices will not be open.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day Presidents’ Day Veterans’ Day Memorial Day Thanksgiving Juneteenth Day Christmas

Independence Day

6. Base Access. All commercial trucks must enter through the contractor’s gate located just before the intersection of Gibson and Carlisle. In accordance with Kirtland Air Force Base, base entry procedures must adhere to delivery vehicle process requirements mandated by Kirtland Air Force Base. Supplier shall coordinate with the 705 CTS POC and Base Security to gain permissions to access the base. Gate hours of operation are 0600-1800. Once at the gate, the driver must be able to show:

Current vehicle registration Current proof of insurance A valid and current Driver’s License for the driver (with photo) A valid and current Driver’s License or other state-issued photo identification for any passenger(s) in the vehicle.

A Bill of Lading which includes the Air Force installation name, date of anticipated delivery, and specific destination information.

7. Location of Work:

7.1. Work will be performed at:

705 Combat Training Squadron (705 CTS) Distributed Mission Operations Center (DMOC) 4500 Aberdeen Dr, SE BLDG 942, First Floor Kirtland AFB, NM 87117

8. Points of Contact:

8.1. Government POCs will be provided upon award of contract.

8.2. After contract award only these POCs are authorized to contact the selected company.