RFI_AEGIS SYSTEM SERVICE AND PREVENTATIVE MAINTENANCE.docx

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OJP/AEGIS SYSTEM SERVICE AND PREVENTATIVE MAINTENANCE

This Request for Information (RFI) is the initiation of market research under Federal Acquisition Regulation (FAR) Part 10. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This announcement does not constitute an Invitation for Bids (IFB), Request for Quote (RFQ), or Request for Proposal (RFP), and it should not be construed as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract. Responses to this notice may not be accepted as offers.

The Government anticipates the applicable North American Industry Classification System (NAICS) codes assigned to these services to be 238210– Security and fire system, installation only. However, the Government is open to industry input on a more appropriate NAICS code. The anticipated contract type is Firm-Fixed Price (FFP) with Time & Materials (T&M) emergency billing. Contractors should ensure that they are properly registered in the Government’s System for Award Management at SAM.gov.

BACKGROUND

The Department of Justice’s, Office of Justice Programs (OJP) headquartered at 999 North Capitol Street, NE, Washington D.C. acquires system administration and technical personnel to support the OJP need to maintain their existing Physical Security System. This system is comprised of a Physical Access Control System (PACS), an Intrusion Detection System (IDS), and Video Surveillance, Closed-Circuit Television (CCTV) systems. These systems are currently installed at 999 North Capital Street, NE. This building is approximately 162,000 square feet. OJP occupies the G2 parking, 5th, 6th, 7th, 8th, and one half of the 9th Floor. OJP a restricted and dedicated parking on the G2 level and screens and receives items at the G1 loading dock. This facility is currently rated as a Facility Security Level (FSL) III under Department of Homeland Security (DHS) Integrated Community Support (ICS) guidelines and evaluation.

The Department believes that a robust, integrated physical security system is essential for providing the high level of security required between the various Department facilities. Additionally, the Department has recognized a need to implement more rigid standards regarding security vulnerabilities to OJP enterprise applications and the networks on which they reside.

It is further incumbent on the Department to support various United States governmental mandates, such as Homeland Security Presidential Directive 12 (HSPD-12) the PIV Card policy for a common identification standard for Federal employees and contractors, the Certification and Accreditation (C&A) security guidelines defined by the National Institute of Standards and Technology (NIST), United States Government Configuration Baseline (USGCB), and Defense Information DISA-STIG, and the DOJ Information Technology security standard. Management and maintenance of the Physical Security System is a key component in addressing these critical

SYSTEM OVERVIEW

The OJP physical security system is comprised of a combined access control, intrusion detection system, visitor management system (VMS), video surveillance system/CCTV (closed circuit TV). PACS currently utilizing Software House C-CURE 9000 system. These combined PACS/ IDS / Video systems are commonly referred to as the Automated Electronic Guard Information System (OJP/AEGIS). Approximately (9) workstations are attached to the servers via the OJP/OCIO network. OJP/AEGIS also consist of a video surveillance system that utilizes American Dynamics Victor as the primary video management system.

System Snapshot:

· Software HouseC-CURE9000: Version 2.90 SP5, Build# 5085.5085

· American Dynamics Victor: Serial # ESS061020247497

· Victor Application Server Version: 4.02254.254

· Victor Client Version: v6.0 (22.0.2254.254)

· American Dynamics Video Edge, two (2) video edge NVRs (network video recorders)

· VideoEdge01: S/W version: 6.2.1.134, Serial# 15XQ624

· VideoEdge02: S/W version: 6.2.1.134, Serial#45Q624

· Access Doors: (134)

· Readers: HID - 921PHRNEK0002D, Wave Lynx – PKI Readers

· Cameras: (35) Axis IP, PoE (power over ethernet) network switches

· One (1) access control server: Windows Server 2019 standard, version 1809

· One (1) cctv, video surveillance server

· Eight (8) SWH iStar ULTRA panels/enclosures

· Nine (9) workstations, with peripherals

· Two (2) visitor kiosk, with peripherals

OJP seeks a Contractor to provide all properly trained personnel, materials, software components, hardware components, new hardware components, and a multi-year service contract for preventative maintenance, backup and recovery services, technical support, and onsite issue resolution for one (1) base year with four (4) options periods of one (1) year each.

Scope

Technicians with extensive experience in the electronic security systems environment are needed to oversee and maintain these security countermeasure systems and field components. In addition, Field Security Technicians are needed to provide support to the OJP/AEGIS security system administrator in performance of the responsibilities and detailed work items identified in this SOW.

Period of Performance The initial period of performance will be from date of award of the task order through September 30, 2025. The Government may elect, at its discretion, to unilaterally exercise option years (up to four) for continuing services years.

Exercising the Option

This task order includes up to four (4) option years for continuing service years. To exercise an option, the Contracting Officer will issue a written modification by the first day of the option period. OJP will endeavor to provide a preliminary written notice of its intent to exercise the option; however, the lack of such a written notice will not in any way lessen the Government’s unilateral right to extend the task order pursuant to this clause. If such a preliminary notice is provided, it shall not be construed as an exercise of the option nor will it bind the Department to exercise the option.

TASKS

The contractor shall properly perform repair and preventive maintenance service for the OJP AEGIS security systems. Which incorporate the PACS, CCTV, IDS, and Visitor Management Systems. The contractor shall respond in a timely manner and troubleshoot, diagnose, isolate, and repair all issue as they pertain to these systems, sub-systems, peripherals to enable OJP to maintain a ready state of security posture. The normal response time for technicians to respond to a reported issue is 2 hours.

The contractor shall keep priority replacement parts onsite at OJP 999 security laydown area. i.e. Priority parts being (1) of each camera deployed for operational usage. C-CURE– (2) GCM, (2) ACM, (5) HID readers, (3) Wave lynx readers. Immediate replacement and repair of workstations, NVRs, Servers, security network switches are the expectation to keep OJP security mission in operational order.

The Contractor shall be a properly authorized vendor / dealer of Software House (SWH) / CCURE, and American Dynamics, Axis Camera products, equipment, software, and hardware. Will also receive full support required for their products. Additionally, they shall be able to purchase/provide Software House and American Dynamics license, updates, and Software Support Agreements (SSAs) as needed.

Due to the complexity of the security system architecture and high security requirements of OJP, the Contractor / Integrator working on the Software House (SWH) / CCURE, and American Dynamics systems should ideally have person(s) among their staff that has a Master/Engineer Certification in CCURE, and certification in American Dynamics Video Edge. Proof of these certifications should be submitted to DOJ OJP Contracting Officer and COR.

The Contractor / Integrator selected to work on the OJP/AEGIS systems should be listed as an ‘Enterprise Partner’ with Software House. Enterprise certification ensures that the integrator has significant experience installing large redundant C-CURE systems using various iSTAR configurations.

The Contractor shall have the ability to procure Software House (SWH) / CCURE, and American Dynamics products, equipment, and hardware sub-systems, cameras, electric locks/strikes/mag locks, workstation, peripherals, servers, NVRs (network recording device). The contractor shall have the means to procure on behalf of OJP service agreements (SSAs). The Contractor shall provide the entire spectrum of support from project management, system administration and field equipment technical support services required for the physical security system including, but not limited to the following:

Administration: Perform database administration services to include:

1. Producing standard and ad-hoc reports for OJP components to audit active badge holders.

2. Producing alarm reports for determining potential system problems (e.g. fault, hazard, door prop, nuisance, etc.).

3. Maintain system usernames and passwords to ensure only authorized personnel have access.

4. Add, install software version updates as they become available for C-CURE and American Dynamics (AD) video systems, cameras, Axis cameras and AD NVRs. Add, install all C-CURE updated panel firmware, camera firmware, software. Install any updated versions needed for workstations, servers, windows service packs.

5. Make edits to system profiles within C-CURE and victor as needed and dictated by security mission, insider threat, risk mitigation as determined by PPSB security. Make edits to Operator, Privileges. Journal and audit report support.

Maintenance:

1. Establish a comprehensive preventative maintenance program in a manner that assures equipment operates as designed with no more than a 2% downtime.

2. Conduct Quarterly Preventive Maintenance inspections of all installed field equipment, document in a written report and provide the results to OJP COR.

3. Cleaning and lubricating equipment, checking equipment connections, and replacing/repairing worn or unserviceable parts, device batteries, system components and adjustments.

4. Cleaning of all DOJ OJP/AEGIS PACs, CCTV Video system workstations and surrounding area (racks/desk). Cleaning of the PC Fans, power supplies, and monitors. Cleaning and maintenance of OJP/AEGIS PACS and CCTV video servers to include database clean up, back up, system services status, and preventive maintenance.

5. Provide for American Dynamics CCTV, Victor Site Manager, NVR’s, Victor video CCTV workstations, maintenance, and service, programming, configuration and set up as needed to keep in a fully operational mode.

6. A system administrator will arrive on site at OJP/999 to perform weekly checks of server, systems, sub-systems, and other head-end equipment including, but not limited to the following status checks:

a. Check Monitor status.

b. Check status of crossfire services, video server services

c. Check video bandwidth, recording storage space.

d. Checking for proper video frame rate recording, latency issues.

e. Check Archival performance.

f. Check and ensure back-up of OJP/AEGIS database is conducted weekly.

g. Check hard drive space on C-CURE server. Monitor weekly/nightly back up folder for buildup.

h. Ensure all applications are working properly, to include operability and performance of all crossfire applications.

i. Perform table checks through Query Analyzer.

j. Check on operability of all security panels, access doors, cameras, NVR’s, credentialing center workstations, peripherals, visitor management systems and peripherals. Security Operations Center fully operative, alarms displaying and annunciating properly.

k. The system administrator will remote into the AEGIS systems via OJP OCIO support and approval to conduct maintenance checks. This remote desktop function is conducted with PPSB present per OCIO policy. If this technology is available and working properly. the system administrator can come to site bi-weekly and remote in check bi-weekly as needed or available. All remote sessions will be reported to PPSB and OJP OCIO start to finish.

7. Perform work, put in place plans, identify tools to detect, and correct system problems, to include all existing and future field equipment, head-end devices, workstations, and stand-alone electro-mechanical devices.

8. Perform bi-weekly checks of all perimeter access doors. Conducting functionality test on the suite entry doors. Making any required adjustments, fitting, tightening of mag locks to ensure proper operability. Addressing any nuisance alarms issues immediately.

9. Properly respond to service calls to isolate and remedy all issues with security and surveillance systems and sub-systems. Repairing immediately access doors, cameras, alarms, visitor management field device, servers and workstations and peripherals to support the OJP security mission.

10. Properly maintain and inspect the C-CURE visitor management system. Ensuring functionality of visitor kiosk, visitor workstation (5th floor screening area). Supporting creation of OJP visitor badge layouts. Maintaining the printing peripherals for the visitor system, prox. card printer hardware.

11. Maintain a 999 LAN/Security room port chart for OJP/AEGISCCTV systems. Documenting any changes, additions, or deletions and providing to OJP security.

12. Establish and maintain an IT system patch control system for all OJP/AEGIS CCTV video surveillance systems ensure necessary patches are obtained and installed when required. This task includes updates to installed anti-virus programs. Coordinate and support OJP with window system patching, anti-virus programs, OJP system monitoring systems.

13. Provide complete documentation, reports, service tickets of all emergency and preventative maintenance services performed.

14. Provide a preventative maintenance schedule that outlines when ongoing maintenance activities are to be performed throughout the year.

15. The contractor should provide system architecture, networking, applications support to the OJP government Security Systems Administrator by staying current and up to date with all applicable security applications. (See Appendix A, DOJ Device Listing). The contractor shall inform OJP in a timely manner when a change or upgrade is required before any change or upgrade is conducted.

16. The Contractor shall provide back office, Tier I/II/II/IV Security System Engineer, applications engineer, applications development support for issues/solutions that may be out of System admin field technician’s scope or area of expertise for OJP/AEGIS. These higher-level personnel may be called upon for site visits should the current System admin or technician require assistance. This staff may be SWH professional services as needed.

17. The contractor shall have properly certified personnel on staff. With certified staff in:

Level 1 - AC9001 – C-CURE 9000 Installer Maintainer Certification

Level 2 - AC9005 – C-CURE 9000 Advanced Integrator Certification

Level 3 - AC9444 – C-CURE 9000 Enterprise Architecture Certification

AC9201 – C-CURE 9000 Visitor Management Certification

AC9202 – C-CURE 9000 High Assurance with INNOMETRIKS

American Dynamics Victor & Video Edge Advanced Installer

18. Setup / configure replacement OJP/AEGIS/CCURE, workstations and or Servers as operationally needed by the government. Setup / Configure additional OJP/AEGIS/OJP/AEGIS CCTV video workstations as needed.

19. Assist the OJP OCIO system administrators in troubleshooting and maintaining network communications affecting the OJP/AEGIS//CCTV communications network. Supporting resolving any security network issues.

Upgrades and Installation

1. The contractor shall provide expanded capabilities for smaller security installations as needed. These surge capabilities should be estimated at approximately (5) five small projects per year. These surge capabilities allow for OJP to provide the means to add to security PACS/IDS/CCTV device installation as part of OJP/AEGIS systems. The contractor will provide security engineering services, SWH or AD professional services, installation services associated with expansion, enhancements and/or upgrades to the existing DOJ security systems. NOTE: All enhancement requests will be defined by the Government, documented by the Contractor (e.g., scope of work, resource, and time estimate, etc.) and then signed off by the Government before work can commence.

2. Perform small scale equipment installations and ensure that the new equipment is working properly and is appropriately documented in system software and drawings.

3. Assist with large scale new equipment installations and ensure that the new equipment is working properly and is appropriately documented in system software and drawings. All parts and components of any existing system shall remain completely functional when incorporated with newly installed equipment/software.

4. Provide detail analysis, make OJP aware if equipment operational equipment is EOL (End of Life) and in need of replacement.

5. All the Contractor’s work is subject to inspection by OJP Security COR for Quality Control, Quality Assurance purposes.

6.

Trouble Calls and Problem Tracking

1. Respond to trouble, service calls as they apply to AEGIS PACS/CCTV systems. regarding head-end and field equipment and take corrective action to fix identified problems.

2. Maintain a log of all service calls responded to and provide a monthly written report of activities, to include service problems, work performed, and labor hours spent.

3. The contractor is responsible for responding to after hour, weekend, and Holiday calls as needed. If OJP is experiencing a major malfunction (panel or floor(s) offline, etc.), catastrophic failure (multiple panels, servers, all cameras, all workstations offline, Security Operations Center (SOC) machines offline, NVRs offline, etc.) the contractor will be required to respond immediately and have the ability to gain access to higher tier system manufacturers support as well as the contractors own higher tier developer and system engineer support personnel. The contractor will dispatch on all after hour calls that the OJP COR deems necessary. These emergency calls are deemed critical and security systems are in a severely compromised state.

4. The contractor shall respond to normal daily service calls within (2) two hours. These issues are typically identified as an access door not functioning, a camera out, door alarm, security panel issues. Communication, workstation, door lock not functioning properly.

5. Maintain a computerized problem tracking system to log component failures. All problems shall be documented with a description of the problem, the actions taken to correct it, and any changes to processes or systems required to prevent the problem from happening again. The Problem Log shall be sent via a report and reviewed at least once a week with the COR.

6. The Contractors Technicians shall maintain a steady state of awareness. Detecting, reporting, and responding to issues while onsite.

7. The Contractors Technicians will notify OJP security when responding and onsite. Will update and inform OJP security of issue isolation, resolution, status before departing.

8. The Contractors Technicians will be tier I, II, III, IV certified when responding to the government’s issues.

Security

1. In coordination with the OJP OCIO System Administrator update and implement appropriate security measures and C&A documentation for the systems administered.

2. Support OJP OCIO security scans of both the OJP/AEGIS and CCTV video surveillance systems, and video servers utilizing the OJP approved software.

System Documentation

1. Update and maintain wire diagrams and drawings that show current locations of wire pulls, fiber loops and all physical security system field and head-end equipment. Diagrams and drawings shall be updated with new installations and equipment moves.

2. Maintain an up-to-date inventory of software, hardware, firmware components and parts that are available on-site, and record where such equipment is utilized, installed, and taken from stock.

3. Maintain records of serialized components, high value components (i.e., readers, Ultra G2, Edge panels GCM’s, ACM’s, USTAR (Ultra Panels) to include installation dates.

4. Maintain documented logic drawings of physical locations and addresses mapped to their logical address assignments to include floor, room, panel, and subcomponent.

5. Provide and maintain complete documentation of the system server environment to include software release levels, hardware platforms, and logic drawings diagramming data path flow. Documenting any changes to network topology.

Training

1. Provide training on the operations of the specific systems for the end-users and provide continuing refresher training on an as needed basis. The determination of additional refresher training is contingent on contractor project manager and or the OJP COR recommendations. The contractor will establish on site semi-annual training pertaining to current systems and sub-systems.

STAFFING

Staff Requirements

The Contractor shall provide a full complement (staffing numbers and roles are listed below) of qualified, experienced, and properly cleared staff to perform the work successfully. The Site System Administrator and technicians shall be subject to a background investigation (See BPA for requirements). Investigation and clearance paperwork must be submitted within five (5) business days of Task Order award date.

The Contractor shall provide the following staffing resources:

One (1) Site Lead/System Administrator, Level III:

Qualifications:

Experience The System admin System Administrator shall have no less than five years as a System admin with verifiable experience with Microsoft SQL Server 2016 or higher, experience in operations and maintenance of video systems and CCTV, current Windows operating systems, MS SQL database applications, Software House hardware, software, and architecture, American Dynamics CCTV video-based equipment, and a strong working knowledge of MS Office Suite. Extensive knowledge of IP based cameras PACS and IP based video surveillance systems is also required.

Certifications The following certifications are required for the System Administrator and technicians:

· CCURE Level 3 C-CURE 9000 Enterprise Architecture Certification

· CCURE Advanced Integrator

· CCURE Installer / Maintainer Certification

· Video Edge NVR

· Axis Cameras

The Site system admin must also be certified by the software/hardware applications vendors listed in this SOW for the configuration of field equipment and can converse subject matter to vendors support as needed.

Responsibilities:

The site system admin shall act as the central point of contact with the OJP and shall have the full authority to act for the Contractor in the performance of the required work and services under this task order. In addition, the System admin shall be responsible for the following:

1. Ensure compliance with Federal rules and regulations; and has the full authority to negotiate and make binding decisions for the company.

2. Operate and maintain the existing OJP access control, intrusion detection, and CCTV video surveillance systems and equipment distributed across OJP facilities within the National Capitol Region.

3. Adhere to all comprehensive daily system checklist provided by DOJ that will be used by the System admin who will fully check the operation of both the PACS/IDS/CCTV video surveillance systems at each location at the beginning of each shift of the Site Lead.

4. Maintain a baseline configuration of both the PACS/IDS and CCTV video surveillance systems which will be maintained from the configuration items that describe both the PACS/IDS and CCTV systems. The baseline configuration, as described in NIST 800-53, shall include: A comprehensive list of all hardware, software required to support the operation of the information system, all software will be current as will its supporting documentation, any associated network configuration and planning documents, all relevant test cases and supporting methodology, and a backup and restore plan will be documented and implemented.

5. Keep the PACS/IDS and CCTV Configuration Management Plan up to date through coordination with the COR.

6. Provide programming, installation, and support services for system expansions and upgrades. Add / change / update / remove devices, events, and schedules to the C-CURE/ CCTV video applications and databases as needed.

7. Maintain a current list of all user profiles and passwords.

8. Maintain OJP security switch device throughout the site. Support OCIO in any case security device may be culpable to any cybersecurity events, threats, issues.

9. Perform tests of and maintain all backups and systems.

Functional Responsibility: Manages the daily activities of configuration and operation of IT and PACS systems. Optimizes system operation and resource utilization and performs system capacity analysis and planning. Aids users in accessing and using PACS/IT systems. C-CURE, AD Service Support Agreements installs new software releases and system upgrades, evaluates, and installs patches. Supports OJP OCIO with monitoring, troubleshooting of windows patching and resolves all system related problems. Notify OJP of any known adverse effects of windows patches. System Administrator performs system backups and recovery procedures. Maintains data files and monitors system configuration to ensure data integrity. Ensures system HSPD12 and high assurance functions are operational.

Availability:

The System admin, technicians shall be available from 6:00 am – 6:00 pm, Monday thru Friday. Issues and service tickets will be responded to within (2) two hours.

The System admin or suitable technician shall be available to respond to emergency major malfunction/catastrophic failure trouble calls at nights and on weekends. After hours work will be accommodated as needed and must be pre-approved by the COR.

Advanced Technician

4.3.1 Qualifications:

One (1) Advanced Technician (Advanced Integrator) / Technician, Level II Position:

Experience Five years’ experience in security integration hardware and software installation, troubleshooting, configuration, administration of IP based and analogue electronic security systems, including access control, video systems, intrusion detection, and other network peripherals. And a strong working knowledge of MS Office Suite.

Must have an IT / PACS background and experience performing basic trouble shooting and basic maintenance of other systems, i.e., gate arms, security portals, turnstiles, bollards, A+ PC / Hardware repair experience.

Extensive experience (5 years minimum) in security systems integration. the installation operation and maintenance of CCTV systems, electronic access control devices (readers and strikes) and intrusion detection equipment.

Certifications The following certifications are required for the Advanced Technician / Field Technician Level II:

· CCURE Level 2 C-CURE 9000 Advanced Integrator Certification

· CCURE Installer / Maintainer Certification. initiation.

· CCURE Installer / Maintainer Certification

· Video Edge NVR

· Axis Cameras

All technicians must also be certified by the vendors listed above for installation, programming and configuration of servers, workstations, switches, and system administration.

Responsibilities:

Advanced Technician / Field Technician(s) shall provide support to the system in performance of the responsibilities and detailed work items identified in this SOW.

Functional Responsibility: Include device configuration, programming, installation, and maintenance of IP based electronic security systems, including cable, access control card readers and data gathering panels, video management software and network video recording platforms, connected desktop computers, network interface cards, and other network peripherals as well as design and initial implementation.

The Advanced Technician shall be available routinely from 6:00 am –6:00 pm, Monday thru Friday, Issues and service tickets must be responded to within 2 hours.

The Advanced Technician or suitable technician shall be available to respond to emergency trouble calls at nights and on weekends. After hours work will be accommodated as needed and must be pre-approved by the COR.

Availability:

The Field Security Technicians shall be available, on call: 6:00 am - 6:00 Monday thru Friday and weekends as needed. And will be flexible according to the daily events or as dictated by OJP. Issues and service tickets must be responded to within (2) two hours.

Field Technicians, Level I Positions:

Qualifications:

Experience The Field Technicians Level I shall have no less than three years verifiable experience as Field Microsoft 2003 Server or higher, experience in operations and maintenance of video systems and CCTV, Windows operating systems, MS SQL database applications, Software House and C-CURE hardware and software, and experience in the installation operation and maintenance of CCTV systems.

Must have a strong IT background and experience to perform basic trouble shooting, perform basic maintenance of other systems, i.e., gate arms, security portals, turnstiles, bollards. (See Appendix A, DOJ Device Listing)

Extensive experience (three years minimum) in the installation operation and maintenance of CCTV systems, electronic access control devices (readers and strikes) and intrusion detection equipment.

Certifications The following certifications are required for the Field Technician(s) Level I:

· CCURE Installer / Maintainer Certification

· Video Edge NVR

· Axis Cameras

All Field Technicians Level I must also be certified by the vendors listed above for installation, programming and configuration of servers, workstations, switches, and system administration.

Responsibilities:

Field Security Technicians shall provide support to the System Administrator in performance of the responsibilities and detailed work items identified in this SOW.

Functional Responsibility: Includes device configuration, installation and maintenance of IP based electronic security systems, including cable, access control card readers and data gathering panels, video management software and network video recording platforms, connected desktop computers, network interface cards, and other network peripherals as well as design and initial implementation.

Availability:

The Field Security Technicians shall be available, on call: 6:00 am - 6:00 Monday thru Friday and weekends as needed. And will be flexible according to the daily events or as dictated by OJP. Issues and service tickets will be responded to within (2) two hours.

Key Personnel

The Contractor shall designate the following positions as Key Personnel:

The Government deems these positions as critical to the performance of work under this task order. Any proposed substitutes for individuals occupying these positions shall possess qualifications equal to or superior to those of the key personnel being replaced. The inability of the Contractor to provide personnel with equal to or superior qualifications of the key personnel may result in termination of the task order. At a minimum, the individuals occupying the positions listed above are considered key personnel for the duration of this task order. The COR may add to this list at his/her discretion via a mod and contracting officer approval.

A. All key personnel are subject to the following requirements:

1) Replacement is subject to the prior written approval of the COR/Contracting Officer.

2) Requests for replacement shall include a detailed resume describing the qualifications of the individual(s) proposed and any security clearance(s) held.

3) Contractor proposals to replace any key personnel shall be submitted in writing to the COR at least thirty (30) days in advance of proposed replacement, and are subject to the approval of the COR.

B. The OJP reserves the right to review the qualifications of key personnel selected to work on this task order before assignment, including the individual proposed in the Contractor’s proposal and any replacement for this individual, and to reject an individual who does not have the appropriate experience in the conduct of work as outlined in this SOW.

C. If the Contractor fails to the follow the process for replacing key personnel, it will absorb the financial cost of providing a qualified replacement until he or she is brought adequately up to speed, as determined by the Government. (e.g., providing a qualified replacement at no charge to the Government for a mutually agreed upon period).

PERFORMANCE STANDARDS AND DELIVERABLES

A. Field equipment trouble calls shall be responded to within (2) two hours of their receipt by the Contractor and shall be resolved as soon as possible. Catastrophic and major system outages or system issues determined by the COR as being “Major” or “Catastrophic” in nature will be given priority status and responded to by the contractor immediately. Most trouble calls should be resolved the same day that they are received. All trouble calls shall be resolved within 24 hours of their receipt by the Contractor.

B. Reports: The Contractor shall provide the following reports:

1) Semiannual written report of inspection and examination of any installed equipment.

2) Quarterly written report of testing results for all duress alarms and other key alarm points as identified by the COR.

3) Monthly written report of activities, to include service problems, work performed, and time spent, and equipment used or replaced by part number, itemized by equipment, materials, component, and site.

4) Database reports shall be provided as requested by the Government as needed.

C. At the request of the Government, the Contractor shall provide complete documentation for emergency and preventative maintenance services and manage a DOJ facility maintenance database, which shows all maintenance/ enhancement work performed on security systems and their components.

D. At the request of the Government, the Contractor shall provide a log documenting all the service calls to which it responded.

E. All information and materials generated under this contract are the property of the Department of Justice.

TRAVEL

Generally, local travel (e.g., commuting costs such as mileage and parking) will not be reimbursed under this SOW. Examples of local travel that will not be subject to reimbursement are travel to and from normal job sites and supervisory personnel traveling to a government site to oversee operations. Personnel temporarily working at a government site will consider such facility his or her normal job site. Although it is not anticipated that there will be any non-local travel (e.g., airfare, per diem) required, if there is, it must be pre-authorized by the Government, and it shall be reimbursed at cost in accordance with the applicable Federal Travel Regulations.

CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES

The Contractor shall furnish all tools that are necessary to complete the preventative and corrective maintenance services.

GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

A. The Government will furnish the following to the Contractor under this task order:

1) Hardware, software, and other materials required to maintain the system.

2) The normal work area for technicians on site are the LAN/Security rooms as well as the main head end room. OJP Security has a secured laydown area for any additional equipment and tools. A suitable work area with a desk, chair, will be made available as needed by technicians.

B. Any government-furnished equipment and/or devices that are not installed for any reason shall be returned to the COR.

PLACE OF PERFORMANCE

Unless otherwise noted, all work shall be performed onsite at 999 North Capitol Street, NE, Washington D.C. 20002.

Information Submission Instructions

In addition to addressing the items above, the response should also include the following information:

1) Vendor’s name, address, points-of-contact information, website, DUNS, and cage code

2) Vendor’s current business designation and socioeconomic status

3) Vendor’s government-wide contracting vehicles (i.e., GSA Schedule Contract, OASIS, etc.)

4) Vendor’s tailored capability statements explaining the complexity and amount of effort expected of this task and addressing the tasking areas of this requirement, with appropriate documentation supporting claims of organizational and staff capability.

5) Vendor’s Past Performance—Provide a list of three previous contracts where similar services were provided in the last 3 years. Provide customer/Government Agency contact information where these services were provided, including contract number (if applicable), period of performance, total contract value, contracting officer contact (telephone number and email address), and contract program manager contact (telephone number and email address).

All responses to this RFI must be submitted electronically (via e-mail) to Ms. Alisha Wells, Contract Specialist, at Alisha.wells@usdoj.gov.

The response to this notice is limited to 10 single-sided pages (including all attachments, charts, etc.). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point-of-entry site for further information. Your firm’s response to this RFI is appreciated.

Submission Time and Date

Responses to the information provided above are due no later than Friday, November 15, 2024, at 12:00 PM Eastern Time. Responses received after this date and time may not be considered.

Disclaimer and Important Notes

This RFI is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that their response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation MAY be published. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings and may not answer any questions posed. No phone solicitations or email with regards to the status of a solicitation will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

The Government will not pay for the preparation of any information submitted. As a result of this notice, the Government MAY issue a solicitation. There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this RFI or the Government’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Confidentiality

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Primary Point of Contact

Please address any questions via email to Ms. Alisha Wells, Contracts Specialist, at Alisha.wells@usdoj.gov image1.gif