RFI Albany PACS.docx

Department of Veterans Affairs (VA) Technology Acquisition Center (TAC) Request for Information (RFI)

Physical Access Control System Hardware and Software Maintenance and Support

The purpose of this RFI is to search for qualified Service-Disabled Veteran-owned Small Business (SDVOSB) vendors to provide hardware and software maintenance support for LENEL Physical Access Control System (PACS) and AIPhone systems as stated in the attached draft Performance Work Statement.

This is a request for information (RFI) only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposals. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. It is based upon the best information available and is subject to future modification. This request does not commit the Department of Veterans Affairs (VA) to contract for any supply or service whatsoever. VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that VA will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the responder’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. Responders are fully responsible for adequately marking proprietary, restricted, or competition sensitive information contained in their response. All submissions become Government property and will not be returned.

If interested, please submit a Capabilities Statement, limited to 5 pages, describing the ability of your company to meet the requirements.

Responding companies should also provide the following information with their response:

- Company Name

- CAGE/DUNS Number under which the company is registered in SBA Veteran Small Business Certification (sba.gov) .

- Company Address

- Point of contact name

- Telephone number

- Email address

- Company's business size and corresponding NAICS

Responses are requested by 2:00PM EDT, May 13, 2024, via e-mail to Michael.Brill@va.gov .

Please also indicate if you, your teammates, and/or subcontractors are a Service-Disabled Veteran Owned Small Business or a Veteran Owned Small Business and are registered on Veteran Small Business Certification (VetCert) database at https://veterans.certify.sba.gov/ . VA reserves the right to not respond to any or all emails or materials submitted.

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), Albany OIT Office is to provide benefits and services to Veterans of the United States. In meeting these goals, OI&T strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

This contract is for VA-Albany PACS maintenance contract to respond to Security Devices maintenance and repairs.

2.0 SCOPE OF WORK

The Contractor must provide support and maintain the existing LENEL OnGuard Physical Access Control Systems (PACS) and AIPHONE systems installed at the Albany OIT Office. The contractor must manage a service request response system for PACS and AIPHONE maintenance requests. The contractor must employ maintenance personnel which are trained and certified in the use and operation of all PACS and AIPHONE equipment located within the facility and listed in paragraph 5 herein, prior to conducting any work at the Albany Office.

The contractor must provide preventative maintenance and repairs that support the Albany PACS and AIPHONE located at 55 Elk Street, 3rd Floor, Albany, New York. The contractor must provide all resources necessary to maintain and repair the existing PACS and AIPHONE systems, furnish all labor, supervision, equipment, tools, materials, supplies, travel and transportation necessary to provide PACS and AIPHONE systems maintenance and repairs. Repair and replacement parts must be included at no additional cost to the Government. Systems functionality must be achieved upon completion of the first service call. Functionality is defined as a working system as designed but may be accomplished with any part available to the Technician at the time of service. Only in an event where repair is not possible during service, a loaner (or equal) part may be used to regain system functionality.

The contractor must be LENEL OnGuard Technician certified. Documentation of each must be provided. Due to requirement of 4-hour response time and 12-hour repair time, contractor must have local representatives that can satisfy the required response time for repairs, as defined in paragraph 5 below.

3.0 PERFORMANCE DETAILS

3.1 PERFORMANCE PERIOD

The period of performance must be for a period of 12 months, with four 12-month optional periods of performance.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

If any of the above dates falls on a Saturday, then Friday must be observed as a holiday. Similarly, if any of the above dates falls on a Sunday, then Monday must be observed as a holiday.

The other six (6) are set by a day of the week and month:

3.2. PLACE OF PERFORMANCE

Tasks under this PWS must be performed at 55 Elk Street, 3rd Floor, Albany NY 12210

3.3 TYPE OF CONTRACT

Hybrid Firm-Fix Price (FFP)/ Time and Material (T&M) Contract

3.4 TRAVEL

The Government anticipates local travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

4.0 SPECIFIC TASKS AND DELIVERABLES

1) The contractor must obtain all necessary equipment, parts, manufacturer's specifications, and drawings to manage the PACS and AIPHONE maintenance and repair as required by this PWS; See equipment list below. The Contractor must maintain an on-site inventory mix of appropriate replacement parts necessary for the security equipment. Replacement parts are included at no additional cost to the Government. All replaced equipment is property of the VA and must be provided to the Contracting Officer’s Representative (COR) when deemed necessary.

2) Contractor must provide the Government COR with the Contractor’s technical support number and one Point of Contact (POC) for service and account representation. POC must provide customer service to VA for all questions or concerns related to this requirement.

3) The Contractor must provide a maintenance “return to service” level of response with a technician on-site to resolve all failures within twelve (12) hours after the VA representative calls the Contractor’s technical support number. The contractor must provide technical support Monday through Friday, from 8:30 A.M. through 5:00 P.M. Eastern Standard Time (EST). PACS and/or AIPHONE operating systems must be fully functional upon completion of service call.

4) The contractor must perform maintenance services and repairs Monday through Friday during normal business hours, 8:30 A.M. through 5:00 P.M. EST, and the contractor must start no later than 1:00 P.M. EST.

5) The Contractor must advise the COR of potential delays in completion of any aspects of the repair and provide recommendations on actions necessary for keeping the task on schedule.

6) The Contractor must perform quarterly preventive maintenance on the PACS and AIPHONE systems during the contract maintenance period. This must include the manual inspecting and testing of all PACS and AIPHONE components with inspection/testing reports on a regular basis in accordance with manufacturer recommendations. Also, the maintenance must include site visits required to modify or replace any component of the PACS and AIPHONE system. The contractor must provide to the COR, a site visit report listing all updates and corrective actions. The contractor must verify the operation of the systems with the COR upon completion of work.

7) The contractor must repair or replace any PACS and AIPHONE equipment, see equipment list below, as necessary to keep equipment fully functional and operating in accordance with manufacturer’s specifications. The contractor must ensure that all PACS and AIPHONE equipment is properly configured and setup to achieve internet connectivity for all Albany servers connected to the PACS and AIPHONE system.

EQUIPMENT LIST

Complete access control, alarm monitoring, and video surveillance system located at the Albany OIT Office includes the following:

Product / Description LENEL OnGuard PACS includes the following:

AIPHONE SYSTEM includes the following:

NOTE: Contractor must field verify all equipment count.

4.1 PROJECT MANAGEMENT

4.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor must deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and electronic tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP must also include how the Contractor must coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP must be concurred upon and updated in accordance with Section B of the contract. The Contractor must update and maintain the VA PM approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan B. Kick-Off Meeting

4.1.2 REPORTING REQUIREMENTS

The Contractor must provide the COR with Monthly Preventative Reports in electronic form in Microsoft Word and Project formats. The report must include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports must reflect data as of the last day of the preceding Week.

The contractor must keep detailed comprehensive records of all maintenance and repair. Records must include all equipment that has been replaced. The contractor must submit records monthly to the COR.

The Monthly Preventative Maintenance Reports must cover all work completed during the reporting period and work planned for the subsequent reporting period. The report must also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor must provide an explanation including their plan and timeframe for resolving the issue.

The report must also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor must monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

A. Monthly service log - The service log data must include the following:

i. What type of work (Inspection, Service, Repair)

ii. What was serviced (Door number or Camera Number, serial number of part)

iii. When the work was started

iv. When the work was completed

v. Status of the work (completed, still in progress, waiting on parts)

vi. What technician performed the work.

B. Quarterly Progress Report - The Quarterly report must include the following:

i. Description of services calls completed

ii. Open issues or concerns

iii. Record of equipment that has been replaced

iv. Summation of weekly reports

4.2 LENEL OnGuard PACS Support, Maintenance and Repair

The Contractor must provide support, maintenance, and repair service for the existing LENEL OnGuard PACS, furnish all labor, supervision, equipment, tools, and material supplies necessary to support the LENEL OnGuard PACS. The Contractor must repair or replace any LENEL OnGuard PACS equipment, see equipment list in Section 6.3.5, as necessary to keep equipment fully functional and operating. The Contractor must also provide support, maintenance, and repairs to the LENEL OnGuard PACS computer management system to include LENEL OnGuard, PIV Check Plus (HID) desktop software, PIV Card registration readers, troubleshooting, licensing, testing and basic training (as needed). The Contractor must ensure that all LENEL OnGuard equipment is properly configured and setup to achieve internet connectivity for all servers connected to the LENEL OnGuard PACS.

The Contractor must obtain all necessary manufacturer’s specifications for equipment, parts, and drawings to manage the LENEL OnGuard PACS. The Contractor must provide non-repairable items to the COR, for turn-in and accountability. All replaced equipment is property of the VA. The Contractor must manage a service request response system for the PACS maintenance requests.

4.2.1 LENEL OnGuard PACS Semi-Annual Preventative Maintenance Inspection (FFP) The Contractor must perform Semi-Annual Preventive Maintenance (PM) inspection on the LENEL OnGuard PACS during the POP. This must include the manual inspecting and testing of all LENEL OnGuard PACS components with inspection/testing reports on a Semi-Annual basis. A written Semi-Annual Method of Procedure (MOP), outlining all the PM tasks must be provided to the COR within 7 days of completed Semi-Annual PM inspection being performed; the COR has final approval authority on the MOP. The Contractor must verify the operation of the LENEL OnGuard PACS with the COR upon completion of work.

Deliverables:

A. Semi-Annual System and Preventative Maintenance Inspection

4.2.2 LENEL OnGuard PACS Repair and Equipment Delays

The Contractor must advise the COR of any potential delays in writing (i.e., upon knowledge of any delay) via email and phone call, in completion of any aspects of the LENEL OnGuard PACS repairs and provide recommendations on actions necessary for keeping the task on schedule. The contractor must submit an approval plan for any identified delay to the COR within seven (7) business days of the delay being know. The approval plan must be approved by the COR before delayed equipment or repairs can be scheduled. The Contractor’s submittal must include the scope, MOP, and schedule.

The Contractor must provide a maintenance “Return to Service” level of response with a technician on-site to resolve all failures within eight (8) hours after the VA representative calls the Contractor’s technical support number. A government employee will be available to escort the technicians when required. The LENEL OnGuard PACS operating systems must be fully functional upon completion of service call.

4.2.3 LENEL OnGuard PACS Emergency Services and Repairs (T&M) The Contractor must provide LENEL OnGuard PACS emergency services and/or repairs as required by the Government. The Government anticipates approximately 5 or less emergency calls and approximately 15 or less service request calls.

d.) Service will generally be requested by a service ticket signed by the COR; and/or Contractors authorized to request services and sign service tickets.

Deliverable:

A. LENEL OnGuard PACS Emergency Services and Repairs

4.2.4 LENEL OnGuard PACS Software Support Plan (FFP)

The Contractor must supply one (1) annual Lenel Software Support Agreement, one (1) annual Lenel PIV-Class Factory Support Agreement, and one (1) annual PIV-HID Software Support Agreement per each POP. The Contractor must be LENEL OnGuard certified.

Deliverables:

A. Updated Software

B. Updated Support Plan

4.3. AIPHONE Support, Maintenance and Repair

The Contractor must provide support, maintenance, and repair service for the existing AIPHONE system, furnish all labor, supervision, equipment, tools, and material supplies necessary to support the AIPHONE system. The Contractor must repair or replace any AIPHONE system equipment, see equipment list in Section 6.3.5, as necessary to keep equipment fully functional and operating. The Contractor must also provide support, maintenance, and repairs to the AIPHONE SYSTEM servers, troubleshooting, licensing, testing and basic training (as needed). The Contractor must ensure that all AIPHONE SYSTEM equipment is properly configured and setup to achieve internet connectivity for all servers connected to the AIPHONE SYSTEM.

The Contractor must obtain all necessary manufacturer’s specifications for equipment, parts, and drawings to manage the AIPHONE SYSTEM. The Contractor must provide non-repairable items to the COR for turn-in and accountability. All replaced equipment is property of the VA. The Contractor must manage a service request response system for the AIPHONE SYSTEM maintenance requests.

4.3.1 AIPHONE system Semi-Annual Preventative Maintenance Inspection (FFP) The Contractor must perform Semi-Annual Preventative Maintenance (PM) inspection on the AIPHONE SYSTEM during the PoP. This must include the manual inspecting and testing of all AIPHONE SYSTEM components with inspection/testing reports on a Semi-Annual basis. A written Semi-Annual MOP, outlining all the PM tasks must be provided to the COR within seven (7) days of a completed PM inspection being performed; the COR has final approval authority on the MOP. The Contractor must verify the operation of the AIPHONE SYSTEM with the COR upon completion of work.

Deliverable:

A. Semi-Annual System and Preventative Maintenance Inspection

4.3.2 AIPHONE system Repair and Equipment Delays

The Contractor must advise the COR of any potential delays in writing (i.e., upon knowledge of any delay) via email and phone call, in completion of any aspects of the LENEL OnGuard PACS repairs and provide recommendations on actions necessary for keeping the task on schedule. An approval plan must be submitted and accepted by the COR within seven (7) business days upon knowledge of any delay. The Contractor’s submittal must include the scope, MOP, and schedule.

The Contractor must provide a maintenance “Return to Service” level of response with a technician on-site to resolve all failures within twelve (12) hours after the VA representative calls the Contractor’s technical support number. A government employee will be available to escort the technicians if necessary. The AIPHONE SYSTEM operating systems must be fully functional upon completion of service call.

4.3.3 AIPHONE SYSTEM Emergency Services and Repairs (T&M)

The Contractor must provide AIPHONE SYSTEM emergency services and/or repairs as required by the Government. The Government anticipates approximately 5 or less emergency calls and approximately 15 or less service request calls. This unit is fairly new therefore the upkeep has been seamless.

d.) Service will generally be requested by a service ticket signed by the COR; and/or Contractors authorized to request services and sign service tickets.

Deliverable:

A. Provide progress report based on the finding of the AIPHONE SYSTEM Emergency Services and Repairs

4.3.4 AIPHONE system Software Support Plan (FFP)

The Contractor must supply an annual AIPHONE SYSTEM Software and update Support Plan per each POP. The Contractor must be AIPHONE system and server certified.

Deliverables:

A. Update all Software and Firmware related to the AIPHONE system B. Updated Support Plan

5.0 Delivery Schedule

As Requested

6. 0 Contractor Requirements

The Contractor must maintain a current software license and/or license agreement with LENEL OnGuard PACS, HID Global PIV Class, and with AIPHONE SYSTEM.

The Contractor must be LENEL OnGuard, AIPHONE SYSTEM and server certified.

The contractor must be registered through Fed Gov VAR which is also required for Federal buildings.

The Contractor’s employees and sub-Contractors’ employees must be able to pass a criminal history background investigation by the PITC/Austin Information Technology Center (AITC) Security staff and VA Security and Investigation Center (SIC) to receive a VA issued PIV card.

The Contractor’s employees and sub-Contractors’ employees must be legally able to work in the United States.

7.0 Security Requirements

7.1. Confidentiality and Non-Disclosure

The Contractor must follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The Contractor must not have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI. All contract company staff members who will perform the work in VA facility or facilities are required to completed mandatory VA Privacy and Information Security Awareness and Rules of Behavior Training annually, which currently is VA Talent Management System (TMS) course number VA10176.

7.1.1 The VA Contracting Officer will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor must not release any information. Any request for information relating to this contract presented to the Contractor must be submitted to the VA Contracting Officer for response.

7.1.2 The Contractor must have limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance of this contract, the Contractor has a responsibility to ask the VA Contracting Officer.

7.1.3 The Contractor must train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel must not engage in any other action, venture or employment wherein sensitive information must be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

7.1.4 The Contractor must maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives.

7.1.5 The Contractor must adhere to the following:

7.1.1.1. The use of “thumb drives” or any other medium for transport of information is expressly prohibited.

7.1.1.2. Controlled access to system and security software and documentation.

7.1.1.3 Recording, monitoring, and control of passwords and privileges.

7.1.1.4 All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

7.1.1.5 VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.

7.1.1.6 Contractor PM and VA PM are informed within 24-hours of any employee termination.

7.1.1.7 Acquisition sensitive information must be marked “Acquisition Sensitive” and must be handled as “For Official Use Only (FOUO)”.

7.1.1.8 Contractor does not require access to classified data.

7.2.1 Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities must conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships.

8.0 Housekeeping

The Contractor must keep the job site clean, free from accumulations of waste material or trash. The Contractor must be responsible for removing all waste material or trash from Government property, as to deter accumulation of debris. All material subject to recycling must be properly disposed.

9.0 Non-Personal Service Statement

Contractor employee(s) performing services must be controlled, directed, and supervised at all times by management personnel of the Contractor. Actions of Contractor employees must not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulations (FAR).