RFI FPS Region 9 Surveillance Systems Maintenance.pdf

This is a Request for Information (RFI), as defined in Federal Acquisition Regulation (FAR) 15.201(e). The Government is issuing this RFI in an effort to gauge contractor interest and experience when satisfying the life-cycle technical, functional, operational, and/or capabilities for Video Surveillance System (VSS) and /or Intrusion Detection Systems (IDS) described in this RFI.

1.0 BACKGROUND

1.01 The Federal Protective Service (FPS) is the Federal law enforcement and security organization responsible for the protection and security of Federal buildings, property, personnel and visitors across the United States and its territories. FPS operations focus on law enforcement and reduction of Federal facility vulnerabilities to criminal and terrorist threats as well as accidental and natural hazards, while ensuring that public facilities are safe, secure, and remain available as a vital part of daily American life.

As part of this mission, FPS Region 9 is responsible for the security and surveillance systems to include IDS and VSS in 34 locations including Arizona, California, Guam/Saipan, Hawaii and Nevada (see Appendix A – IDS and VSS Inventory by Location).

2.0 SCOPE OF WORK

The Contractor shall provide VSS and IDS preventive and corrective maintenance services for 34 buildings within FPS Region 9 (see Appendix A – IDS and VSS Inventory by Location). Services include, but are not limited to, preventive maintenance measures such as testing, cleaning and maintaining equipment to manufacturers specifications and any necessary corrective maintenance of all listed VSS and IDS equipment listed in (see Appendix A – IDS and VSS Inventory by Location). The Contractor shall perform on-site functional evaluations of existing security systems, and if necessary, will recommend replacement and/or remedies to ensure that all systems are fully operational and are appropriate to mitigate vulnerabilities. The Contractor shall perform scheduled quarterly and annual preventive maintenance diagnostic test activities and conduct all specified and recommended preventive maintenance (see Section 7.0 for the minimum recommended preventive maintenance), corrective maintenance (see Section 8.0) and any necessary training (see Section 15.0).

Types of maintenance - There are two (2) types of maintenance specified in the PWS:

1) Preventive Maintenance – regularly scheduled proactive quarterly maintenance that designed to minimize any need for corrective maintenance.

2) Corrective Maintenance (repairs) – unscheduled reactive maintenance task to restore a non-operational or under-performing piece of equipment or system to operational condition. It can include troubleshooting, disassembling, readjusting, repairing, replacing and or realigning equipment.

o The specifications included in the PWS shall focus on the continued performance and maintenance with the goal of maintaining each system in fully operational status at all times while potentially extending the functional life of both VSS and IDS (if applicable) for each building listed in Appendix A – IDS and VSS Inventory by Location o The purpose of the PWS is to ensure that all systems remain fully functional and operational as specified per manufacturers specifications. The services include, but are not limited to, preventive maintenance and corrective maintenance (repairs) service requests (emergent and deferred) and any resulting repairs (including component replacement parts). The VSS equipment includes, but is not limited to, interior and exterior fixed and pan-tilt-zoom (PTZ) cameras, both analog and IP, controllers, monitors, and DVR, NVR, and Hybrid Recorders (see Appendix A – IDS and VSS Inventory by Location). The IDS equipment includes, but is not limited to, alarm panels and numerous alarm points, keypads, glass breaks, door contacts and duress buttons (see Appendix A – IDS and VSS Inventory by Location).

Any information submitted by respondents to this request is strictly voluntary. This is not a request for proposal, request for quotation, or invitation for bid, nor does its issuance obligate or restrict the Government to an eventual acquisition approach. The Government does not intend to award a contract on the basis of responses from this RFI or pay for the preparation of any information submitted or for the use of such information. All information received from this RFI will be used for planning and market research purposes only.

To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted should be identified as such and will be properly protected from disclosure.

The Government shall not be liable for damages related to proprietary information that is not properly identified. Proprietary information will be safeguarded in accordance with the applicable Government regulations. Responses to the RFI will not be returned.

NAICS Code 561621 – Security Systems except Locksmiths

Qualifications:

o Possess current and valid ISO 9001-2015 certification (See PWS Section 5.0, sub section 5.0.5 and 5.0.6).

o Possess manufacturer’s certification qualifying individual to work on VMS system (See PWS Section 5.0 sub section 5.0.7).

o Experienced in VSS/IDS preventive and corrective maintenance in multiple locations.

o Positive Security Clearance (post award item requirement)

PURPOSE:

The purpose of this Request for Information (RFI) is to gather information on the questions below;

VSS and IDS preventive and corrective maintenance requirements:

See attached Performance Work Statement (PWS) for all specifications.

For this effort FPS requests responses to the following questions:

1) Does your company possess a current and valid ISO 9001-2015 Quality Management Certificate (verifiable by accessing https://iafcertsearch.org.) that contains the following information;

a) certificate number

b) date of issuance

c) expiration date and

d) scope of certification

2) Is your company interested in the specifications and experienced in performing the specified preventive and corrective maintenance services in multiple locations?

3) How would your company respond to simultaneous multiple corrective maintenance requests in various cities, states and/or OCONUS locations within the on-site response times specified in Section

9.0 sub-section 9.0.2, Tables 3 and 3a of the PWS?

4) How would your company provide firmware updates on a stand-alone VMS software, camera software and switch software?

5) How would your company be able to provide corrective maintenance repairs on legacy systems that replacement components are no longer available?

6) What projects involving preventive and corrective maintenance to VSS and or IDS systems in multiple locations (preferably CONUS and OCONUS) has your company either completed within the last three years or is currently performing on? Please submit two projects for FPS review (and include Point of Contact information) and indicate if your company is/was a Prime or Sub-Contractor on the project.

CONTRACTOR INFORMATION REQUIRED:

Provide the following business information:

a) Company Name

b) Business size

c) Socio-Economic category (if applicable)

d) Telephone Number

e) Email Address

f) Point of Contact for further clarification or questions.

Performance Work Statement Notes:

1) Section 28 - does not apply to this RFI or subsequent solicitation.

2) Section 31.0 sub-section 31.0.2 - reference to Appendix J is not applicable. Correct Appendix reference will be identified in solicitation.

3) Appendices B, C, D and E do not apply to this RFI.

Any questions with regard to this RFI shall be submitted via email to Lynn Miller, lynn.e.miller@fps.dhs.gov no later than Tuesday June 24, 2025 at 1200 hours PDT. Answers to questions will be posted on SAM.gov when available.

Responses to this RFI shall be submitted via email to lynn.e.miller@fps.dhs.gov no later than Tuesday July 1, 2025 at 0900 hours PDT.

Any response submitted by respondents to this request constitutes consent for that submission to be reviewed by Jennifer Moore, Paul Metzger, Lynn Miller, Cedric Bedgood and Phil Coughlin.

Respondents are advised that the Government is under no obligation to provide feedback with respect to any information submitted. All submissions become Government property and will not be returned. All personnel listed above reviewing RFI responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information.

This RFI is issued solely for information purposes. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI does not commit the Government to contract for any supply or service in any manner. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI shall be solely at the interested parties’ expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued.

Sincerely, JENNIFER

J MOORE

Jennifer Moore

Digitally signed by

JENNIFER J MOORE

Date: 2025.06.18 12:34:28 -07'00'

FPS Chief, West Consolidated Contracting Group

Paul Metzger, paul.metzger@fps.dhs.gov FPS Contracting Officer

Lynn Miller, lynn.e.miller@fps.dhs.gov FPS Contract Specialist

Cedric Bedgood, cedric.bedgood@fps.dhs.gov FPS Contract Specialist mailto:lynn.e.miller@fps.dhs.gov mailto:lynn.e.miller@fps.dhs.gov mailto:paul.metzger@fps.dhs.gov mailto:lynn.e.miller@fps.dhs.gov mailto:cedric.bedgood@fps.dhs.gov

Phil Coughlin philip.j.coughlin@fps.dhs.gov

FPS COR

mailto:philip.j.coughlin@fps.dhs.gov

DEPARTMENT OF HOMELAND SECURITY

FEDERAL PROTECTIVE SERVICE

PERFORMANCE WORK STATEMENT

for

REGION 9

PREVENTIVE and CORRECTIVE MAINTENENACE

VIDEO SURVEILLANCE SYSTEM

INTRUSION DETECTION SYSTEM

TABLE OF CONTENTS

1.0 Introduction Page 3

2.0 Purpose Page 3

3.0 Contract Type Page 4

4.0 Period of Performance Page 7

5.0 General Requirements Page 7

6.0 Summary of Requirements Page 8

7.0 Testing and Maintenance Page 10

8.0 Corrective Maintenance Page 14

9.0 Service Request for Repair or Replacement Page 15

10.0 Quotation Specification Page 17

11.0 Invoicing Specifications Page 17

12.0 Drawings and Specifications Page 17

13.0 Government Furnished Property Page 18

14.0 Training Page 19

15.0 Contractor Personnel and Conduct Page 19

16.0 General Information Page 21

17.0 On Site Procedures Page 23

18.0 Travel Page 24

19.0 Other Direct Cost Page 24

20.0 Contractor Liability Page 24

21.0 Safety and Accident Prevention Page 25

22.0 Deliverables Page 25

23.0 Quality Assurance Page 29

24.0 Performance Objectives Page 30

25.0 Applicable Standards Page 31

26.0 Accessibility Standards (Section 508) Page 32

27.0 Section 508 Applicability to Security Equipment Page 32

28.0 Property Accountability Page 34

29.0 Lost, Stolen, Damaged or Destroyed Property Page 35

30.0 Information Technology Security Page 35

31.0 Security Certification/Accreditation Page 36

32.0 Security Review and Reporting Page 36

33.0 Continuous Monitoring Page 37

APPENDIX A IDS and VSS Inventory by Location: Page APPENDIX B: Points of Contact NOTE: will be supplied at time of award APPENDIX C: Security Clearance Requirements Page APPENDIX D: Quotation Form Page

APPENDIX E: Non-Disclosure Agreement Page

NOTE: Appendix B will be supplied at time of award.

1.0 INTRODUCTION

1.0.1 The Federal Protective Service (FPS) is the Federal law enforcement and security organization responsible for the protection and security of Federal buildings, property, personnel and visitors across the United States and its territories. FPS operations focus on law enforcement and reduction of Federal facility vulnerabilities to criminal and terrorist threats as well as accidental and natural hazards, while ensuring that public facilities are safe, secure and remain available to all visitors and tenants. As part of this mission, FPS Region 9 is responsible for security and surveillance systems (Intrusion Detection Systems (IDS) and Video Surveillance System (VSS) repair and/or replacement, quarterly and annual testing and evaluation, all maintenance, preventive and corrective and systems cleaning for in California, Nevada, Arizona, Hawaii, Guam, Saipan in all General Service Administration’s (GSA) owned or leased Federal buildings.

2.0 PURPOSE

2.0.1 The specifications included in this Performance Work Statement (PWS) shall focus on improving system life cycle cost, operational life, performance, sustainment including maintainability & support.

The purpose of this PWS is to ensure that all systems remain fully functional and operational as specified per FPS and manufacturers specifications. The services include, but are not limited to, regularly scheduled preventive maintenance and corrective maintenance (repairs and service calls). The VSS equipment includes, but is not limited to, interior and exterior fixed and pan-tilt-zoom (PTZ) cameras, both analog and IP, controllers, monitors, and DVR, NVR and Hybrid Recorders (see Appendix A-IDS and VSS Inventory by Location. The IDS equipment includes, but is not limited to, alarm panels and numerous alarm points, keypads, glass breaks, door contacts and duress buttons (see Appendix A-IDS and VSS Inventory by Location).

2.0.2 The Contractor shall provide VSS and IDS maintenance and repair (replacement if required) for facilities within FPS Region 9 (See Section 9.0.2, Tables 3 and 3a for Repair, Response time guidelines). Services include, but are not limited to, cleaning and replacement of all VSS and IDS equipment. The Contractor shall perform on-site functional evaluations of existing security systems, and if necessary will recommend replacement and/or remedies to ensure that all systems are fully operational and are appropriate to mitigate vulnerabilities. The Contractor shall perform test activities and conduct operational maintenance and training on VSS and IDSs.

2.0.3 There are two types of maintenance associated with this BPA;

2.0.3.1 Preventive Maintenance – regularly scheduled proactive quarterly and annual maintenance that is designed to minimize any need for repairs.

2.0.3.2 Corrective Maintenance – unscheduled maintenance task(s) to restore a non or under-performing piece of equipment or system to operational condition. It can include troubleshooting, disassembling, readjusting, repairing, replacing and or realigning equipment.

2.0.4 The VSS services include, but are not limited to, routine and preventive maintenance and any unscheduled corrective maintenance issues. The VSS equipment includes, but is not limited to, interior and exterior fixed, fisheye, multi sensor and pan-tilt-zoom (PTZ) cameras, both analog and IP, controllers, monitors, and DVR, NVR, and Hybrid Recorders (see Appendix A-IDS and VSS Inventory by Location).

2.0.5 The IDS equipment includes, but is not limited to, alarm panels and numerous alarm points, keypads, glass breaks, door contacts and duress buttons (see Appendix A-IDS and VSS Inventory by Location).

3.0 CONTRACT TYPE:

3.0.1 The contract shall be a Hybrid Blanket Purchase Agreement (BPA). The regularly scheduled preventive maintenance Contract Line Item Numbers (CLINs) (see Table 1 for CLIN structure) shall be Firm-Fixed-Price (FFP). All corrective maintenance services CLINs shall be Time and Materials (T&M) CLINs with annual Not-to-Exceed (NTE) amounts (see Table 1 for CLIN structure).

Table 1

STATE CLIN Preventive Maintenance CLINS Type of CLIN

ARIZONA 0001, 1001, 2001,

3001, 4001 Arizona Preventive Maintenance Firm-Fixed-Price

CALIFORNIA 0002, 1002, 2002,

3002, 4002

California Preventive Maintenance Firm-Fixed-Price

GUAM/SAIPAN 0003, 1003, 2003,

3003, 4003

Guam/Saipan Preventive Maintenance Firm-Fixed-Price

HAWAII 0004, 1004, 2004,

3004, 4004

Hawaii Preventive Maintenance Firm-Fixed-Price

NEVADA 0005, 1005, 2005,

3005, 4005

Nevada Preventive Maintenance Firm-Fixed-Price

Corrective Maintenance CLINS

ARIZONA 0006, 1006, 2006,

3006, 4006 Sub-

CLIN

Sub-CLIN Description Type of Sub-CLIN

Arizona Corrective Maintenance Labor – See SF1449 for annual not-to-exceed hours.

LBR Electronics Technician Maintenance 3 – 23183

Time & Materials annual number of hours specified in

SF1449

0007, 1007, 2007, 3007, 4007

Arizona Other Corrective Maintenance Services – See SF1449 for Not-to-Exceed costs per sub CLIN.

ADC Other Direct Costs (to include travel and Time & Materials annual any shipping costs for returning removed equipment if applicable) not-to-exceed amount specified in

SF1449

AMT Equipment/Materials Time & Materials annual not-to-exceed amount specified in

SF1449

CALIFORNIA 0008, 1008, 2008,

3008, 4008 California Corrective Maintenance Labor –

23181

Time & Materials annual number of hours specified in

SF1449

0009, 1009, 2009, 3009, 4009

California Other Corrective Maintenance Costs - See SF1449 for Not-to-Exceed costs per sub CLIN.

CDC Other Direct Costs (to include travel and equipment if applicable)

Time & Materials annual not-to-exceed amount specified in

SF1449

CMT Equipment/Materials Time & Materials annual not-to-exceed

GU/SA 0010, 1010, 2010,

3010, 4010 Guam/Saipan Corrective Maintenance

Labor - See SF1449 for annual not-to-exceed hours.

Time & Materials annual number of hours specified in

SF1449

0011, 1011, 2011, 3011, 4011

Guam/Saipan Other Corrective Maintenance Costs –

GDC Other Direct Costs (to include travel and equipment if applicable)

Time & Materials annual not-to-exceed

GMT Equipment/Materials Time & Materials annual not-to-exceed

HAWAII 0012, 1012, 2012,

3012, 4012 Hawaii Corrective Maintenance Labor –

Time & Materials annual number of hours specified in

SF1449

0013, 1013, 2013, 3013, 4013

Hawaii Other Corrective Maintenance Costs - See SF1449 for Not-to-Exceed costs per sub CLIN.

HDC Other Direct Costs (to include travel and equipment if applicable)

Time & Materials annual not-to-exceed amount specified in

SF1449

HMT Equipment/Materials Time & Materials annual not-to-exceed

NEVADA 0014, 1014, 2014,

3014, 4014 Nevada Corrective Maintenance Labor –

Time & Materials annual number of hours specified in

SF1449

0015, 1015, 2015, 3015, 4015

Nevada Other Corrective Maintenance Costs

NDC Other Direct Costs (to include travel and any shipping costs for returning removed equipment if applicable)

Time & Materials annual not-to-exceed amount specified in

SF1449

NMT Equipment/Materials Time & Materials annual not-to-exceed

4.0 PERIOD OF PERFORMANCE:

4.0.1 The awarded contract shall consist of one (1) 12-month Base period and four (4) 12-month Option Periods. The length of the contract shall not exceed 60-months.

Table 2

Base Period October 1, 2025-September 30, 2026 Option Period 1 October 1, 2026-September 30, 2027 Option Period 2 October 1, 2027-September 30, 2028 Option Period 3 October 1, 2028-September 30, 2029 Option Period 4 October 1, 2029-September 30, 2030

5.0 GENERAL REQUIREMENTS

5.0.1 This contract is a “non-personal services contract” as defined in FAR 37.101. It is, therefore, understood and agreed that the Contractor, the Contractor’s employees or sub-Contractor employees:

5.0.1.1 Shall perform the services specified herein as independent Contractors, not as employees of the Government.

5.0.1.2 Shall manage and administer the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract.

5.0.1.3 Shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but

5.0.1.4 Shall, pursuant to the Government’s right and obligation to inspect, accept, or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer as is necessary to ensure accomplishment of the contract objectives.

5.0.2 All federal facilities are closed in observance of the following holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Juneteenth Independence Day Thanksgiving Day Christmas Day

5.0.2.1 In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Presidential Proclamation or Executive Order (EO).

• Individual states or territories may observe additional holidays which may restrict or prohibit access to federal facilities in those localities.

5.0.3 The Contractor shall be responsible for conducting business, during the normal business hours listed for each location (See Appendix A-IDS and VSS Inventory by Location) Monday thru Friday except Federal or other observed holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

5.0.4 The Contractor shall at all times maintain an adequate workforce to consistently supply services as specified in sections 6.0, 7.0 and 8.0.

5.0.5 The Contractor and any applicable subcontractor shall be ISO 9001:2015 Quality Management Systems certified and submit current ISO certification with quotation documentation. Certification shall be from accredited institution verifiable by checking the International Accreditation Forum database (https://www.iafcertsearch.org). The certification shall contain the following information;

5.0.5.1 Certificate Number,

5.0.5.2 Date of issuance

5.0.5.3 Date of expiration

5.0.5.4 Scope of certification (Quality Management Systems)

5.0.6 Contractors who do not submit ISO Certification with their quotation shall not be considered for award.

5.0.7 The contractor and or their subcontractor shall provide and submit (as directed below) documentation certification from the manufacturer that they are trained and authorized to install, integrate, test, and commission the system. At least one factory certified trained technician on the VMS currently installed, repaired or replaced by the contractor or their subcontractor must be onsite at all times during the installation. Reference Appendix A – IDS and VSS Inventory by Location for current VMS manufacturers per location. Factory certification shall be valid and not expired.

5.0.7.1 For preventive maintenance submit certification prior to quarterly and annual visits.

5.0.7.2 For corrective maintenance submit certification with corrective maintenance quote.

6.0 SUMMARY OF REQUIREMENTS

6.0.1 The Contractor shall furnish all personnel, equipment, facilities, supplies, services and materials, except as specified herein as Government-furnished, for the testing and maintenance of the VSS and IDS to provide preventive maintenance at the locations listed in Appendix A-IDS and VSS Inventory by Location. All new and/or replacement equipment shall be 100% compatible and shall be 100% integrated with existing equipment. For minimum performance standards, objectives and thresholds please refer to Section 24.0.

6.0.2 Contractor shall maintain the VSS system in accordance with the manufacturer's specifications, instructions, current Institute of Electrical and Electronics Engineers (IEEE) and National Electrical Manufacturers Association (NEMA) standards and guidelines and industry best practices, standards and building codes. The Contractor shall furnish all necessary connectors, terminators, interconnections, services, and adjustments required to maintain a complete and operable system.

6.0.3 Contractor shall maintain the IDS in accordance with manufacturer’s specifications, all standards for safety, National Fire Protection Association (NFPA) 70, Underwriters Laboratories (UL) 681, UL 1037 and UL 1076, and appropriate installation manual for each equipment type. Components within the system shall be configured with appropriate service points to identify system trouble in less than five (5) minutes from report of a system fault.

6.0.4 Initial Assessment (IA) and troubleshooting shall take place during the first quarter Preventive maintenance visit after receipt of the Notice to Proceed (NTP) issued by the FPS Contracting Officer (FPS CO). The IA and troubleshooting is intended for the awarded Contractor to travel to all locations listed in Appendix A-IDS and VSS Inventory by Location and to verify and or correct the inventory information given. IA’s also provide an opportunity for contractors to familiarize themselves with the Federal facilities and equipment so when it comes time for quarterly and annual maintenance and any corrective maintenance the Contractor can respond efficiently and effectively. Any potential and necessary corrective maintenance may take place during this initial assessment phase. The subsequent report shall be sent to the FPS COR and FPS CS within five (15) calendar days of completion of the IA.

6.0.5 After the Contractor has performed the IA the Contractor’s Project Manager (PM) shall provide the FPS COR and FPS CS with a Post Initial Assessment (PIA) report to include but is not limited to of any and all functional limitations, compatibility issues and interoperability issues of the existing systems and recommendations to enhance performance and lifespan. The Contractor shall also inform the FPS COR of all limitations, including but not limited to, power, rack and console and space requirements.

These reports shall be provided within fifteen (15) calendar days after IA and there shall be one (1) report for each location listed in Appendix A-IDS and VSS Inventory by Location. These reports shall not include individual equipment (reference Section 9.0). These reports shall include the Contractor’s technical/industry expertise to give recommendations on what the Contractor believes would improve the overall, existing systems.

6.0.6 No later than twelve (12) hours after the Contractor has discovered failing equipment either during the IA during regularly scheduled Quarterly or Annual Maintenance, or while on-site completing any corrective maintenance, the Contractor shall report any failing equipment to the FPS COR. It is expected that a Contractor provided quotation to repair or replace the falling equipment shall be given to the FPS COR when said failing equipment is reported. Standard Services Request procedures shall apply, reference Section 9.0., sub section 9.0.2, Tables 3 and 3a. For procedures on reporting failing equipment reference Section 9.0.

6.0.7 The Contractor shall provide the FPS COR with a detailed list of equipment for each location listed in Appendix A-IDS and VSS Inventory by Location. This list shall be provided within fifteen (15) calendar days after the completion of all CONUS and OCONUS IA’s. For all VSS systems, the list shall include, but is not limited to; Device, make, model, number of devises, description, IP address (if applicable) or on stand-alone network; location, age and serial number, MAC Address, Operating System (version or N/A), Firmware (version or N/A), Firmware release date, VSS software, VSS software Release Date, Networked (Y/N), Wireless Functionality (Protocol(s) or N/A), Internet or Enterprise Connectivity, Riser Diagram. For all IDS, the list shall include, but is not limited to, make, model, number of keypads, and number of alarm panels, number and type of door contacts, glass breaks, alarm points and location of all IDS equipment.

6.0.8 An updated Equipment List and Inventory per building location listed in Appendix A-IDS and VSS Inventory by Location shall be expected no later than five (5) business days after the end of each quarter and shall accompany the PTAPs, reference Section 7.0, Sub-Section 7.0.7. This updated Equipment List and Inventory per building location listened in Appendix A-IDS and VSS Inventory by Location shall, as described above shall supersede any previous Equipment Lists and Inventories. All updates will be memorialized via a bilateral modification.

6.0.9 Specific requirements for each task are described in Sections 7.0 and 8.0. Where specific instructions or requirements are not provided; manufacturer’s specifications, commercial standards of services and best business practices shall be adhered to.

6.0.10 The Contractor shall attend a post award conference convened by the FPS Contracting Officer in accordance with Federal Acquisition Regulation Subpart 42.5.

6.0.11 The FPS Contracting Officer, FPS Contracting Officers Representative (COR), and other Government personnel, as appropriate, will convene monthly on a Microsoft Teams conference call to discuss monthly progress with the Contractor to review the Contractor's performance. At these meetings the FPS CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be conducted by the contractor be at no additional cost to the Government.

6.0.11.1 These conference calls shall be held with FPS COR, FPS CO and the FPS CS monthly after all reports have been issued by the contractor. The time of these conference calls shall be coordinated by the contractor and a specific agenda shall be emailed by the contractor to the FPS, CO, FPS COR and the FPS CS prior to each meeting.

6.0.11.2 At a minimum these calls shall address all corrective actions, both pending and taken.

6.0.12 The Contractor shall provide the FPS COR and FPS CS with a weekly and monthly Corrective Maintenance log of all service calls, quotations issued and completed repairs and replacements and technician(s) performing service during that week, broken down by locations as specified in Appendix A-IDS and VSS Inventory by Location.

7.0 TESTING AND MAINTENANCE

7.0.1 Prior to testing any IDS equipment the Contractor shall notify the FPS Contracting Officer Representative (FPS COR) and the Denver Mega Center (DMC). See Appendix B – Points of Contact for all DMC information.

7.0.2 The Contractor shall perform on-site functional evaluations and troubleshooting of existing security systems at all locations listed in Appendix A-IDS and VSS Inventory by Location as per manufacturer’s specifications, and if necessary, shall recommend methods of remediation to make the system fully operational per manufacturers and FPS specifications both quarterly and annually. The Contractor shall be solely responsible for conducting any Preventive or corrective work required to maintain the systems in the condition prescribed by the original equipment manufacturers recommended guidelines and/or warranty requirements where the warranty remains current.

7.0.3 If any components are found to be in need of repair or replacement, the Contractor shall be responsible for following all procedures listed in this PWS. Failure to follow any procedures listed in this PWS shall be done at the Contractors risk. See Section 8.0 for procedures.

7.0.4 Scheduling of preventive maintenance – routine preventive maintenance shall be performed at each location during each quarter (see Appendix A-IDS and VSS Inventory by Location). Maintenance visits shall be scheduled no less than 90 calendar days apart at any location. There shall be three quarterly maintenance visits and one annual maintenance visit (performed in lieu of one quarterly visit).

7.0.5 Quarterly Testing & Maintenance/Cleaning:

a) The Contractor shall coordinate systems tests with the Denver Mega Center (DMC) and shall perform a site visit and complete walk test of the perimeter Intrusion Detection System (if present). Each IDS point shall be operational and Contractor shall be able to activate each IDS device at the point of protection.

b) The Contractor shall perform a complete inspection and functional test of the VSS System, verifying 100% functionality, per manufacturers and FPS standards, of all system capabilities to include, but not limited to: pan, tilt, zoom features, recorders, monitors, controllers, fiber optic transceivers, and connections associated with the system.

c) If corrective maintenance issues are discovered during preventive maintenance, the Contractor shall contact the FPS COR and only after the FPS CO emailed Authorization to Proceed for that quotation shall that corrective maintenance be completed using the standard response times (See Section 9.0 - Service Requests for Corrective Maintenance, Table 3). If the FPS COR determines that any delay of the repair or replacement could significantly harm the security posture of the facility, the FPS CO may authorize the repair or replacement as an emergency and the Emergency Repair times shall be followed. (see Section 9.0 – Service Requests for Corrective Maintenance).

d) The Contractor shall make necessary repairs and/or replacement of equipment upon FPS funding and written approval from the FPS CO. Any corrective maintenance procedures performed by the contractor without prior written approval from the FPS Contracting Officer shall be considered an Unauthorized Commitment (UAC) and are the sole liability of the contractor. FPS will not be responsible for the reimbursement of services resulting from an UAC. See Section 8.0 for Corrective Maintenance Repair and Replacement Procedures.

e) The Contractor shall perform preventive maintenance on all VSS equipment as specified by the manufacturers specifications and industry best practices. Preventive maintenance functions shall include, but are not limited to, cleaning of camera lenses, housings and domes, focusing and back focusing of cameras, cleaning of recording devices (servers, NVRs, DVRs), switches and verification of controller programming.

f) The Contractor shall perform Preventive scheduled maintenance on IDS. The Contractor shall provide a detailed description of all Preventive services performed to ensure reliability of the system performance and optimal functionality per manufacturers and FPS specified capabilities.

g) Work includes but not limited to adjustment of sensors and detection devices, cleaning and inspecting wires and terminal points and verification of Data Gathering Panel Programming.

h) The Contractor shall provide on-site software maintenance support, firmware upgrades, OS patches, virus protection, and system configuration changes. This support shall start upon successful completion of the Substantial Completion Inspection (SCI) and include support for the Video Management software System components SHALL NOT use Remote Desktop connections, such as Microsoft’s Remote Desktop Protocol (RDP), without the use of an authentication method that employs secure authentication (two-factor, encrypted, key exchange).Use of removable media for maintenance purposes shall adhere to the policies and procedures established by the System Owners.

i) This support shall include screen development, report generation, response plan implementation and other such support required for operation

7.0.6 Annual Maintenance Specifications:

a) Contractor shall replace IDS Battery and/or batteries in duress pendants, or other remote peripheral devices that are part of the system.

b) Contractor shall test and replace IDS panel backup batteries as necessary. All new batteries shall be labeled with date of installation. All batteries that are not functioning, not labelled and any older than four (4) years from the date of manufacture shall be replaced during scheduled preventive maintenance. IDS panel batteries that fail due to lack of preventive maintenance from the Contractor shall be replaced by the Contractor at no cost to the Government.

c) Contractor shall verify the video transmission system and that any signal or control cabling has been installed, tested, and approved as specified by the manufacturer’s specifications.

d) The Contractor shall verify that the remote devices are operationally functional per the manufacturer’s specifications and interface with the designated security center and perform all functions of which the system was designed and installed.

e) Contractor shall verify the switcher is fully functional and that the switcher software has been programmed for specific site configuration.

f) Contractor shall verify switcher software is functioning correctly by manufacturer’s specifications. All software functions shall be exercised.

g) Contractor shall operate all electrical and mechanical switcher controls and verify that these controls perform as per the manufacturers designed function.

h) Contractor shall verify that all video sources and video outputs provide a full bandwidth signal compliant with Electronic Industries Association (EIA) 170 for all video inputs.

i) Contractor shall verify all video signals are terminated according to manufacturer’s specifications.

j) Contractor shall consult with FPS COR that all cameras are aimed and focused properly.

k) The Contractor shall conduct a walk test of the area covered by each camera to verify field of view.

l) The Contractor shall ensure that cameras remain properly oriented so that the picture is not degraded by any obstruction that prohibits the desired field of view.

m) The Contractor shall verify night assessment capabilities to ensure night mode functionality of the system is fully functional per manufacturers specifications.

n) Contractor shall verify all cameras are synchronized and the picture does not roll when cameras are switched. All cameras shall be fully operational and functional per manufacturers specifications.

o) Contractor shall verify alarm interface to the IDS is 100% operational and functional per manufacturers specifications and automatic camera call-up is functional for all designated IDS alarm points and cameras.

p) Contractor shall verify that the alarm system communicates with the DMC and that all contacts are reporting a signal as required.

q) When PTZ mounts are used on a system, Contractor shall verify the limit stops have been set within manufacturer specifications. Verify all controls for pan/tilt or zoom mechanisms are operative and the controls perform the desired function as specified in the user’s manual.

r) If pre-position controls are used, Contractor shall verify all home positions have been set according to the FPS COR’s directions and have been tested for auto home function and correct home position.

s) Cleaning and inspecting of all terminal ports.

7.0.7 The Contractor shall provide a Performance Test and Acceptance Plan (PTAP) to the FPS COR, FPS CO, and FPS CS no later than five (5) business days after each quarterly and annual preventive maintenance session for review and approval. The plan and PTAP form shall be developed in accordance with all manufacturer specifications and design standards and address all systems and components at each location listed in Appendix A - IDS and VSS Inventory by Location.

7.0.8 The PTAP shall be used to verify the performance of all installed equipment and systems. The plan shall detail the steps the Contractor will use to test the performance of each system and its related components. The plan shall include a system acceptance form designated as a checklist for each of the major subsystems identified by the Contractor and verified by the FPS COR. The acceptance form shall be signed by the FPS COR for the invoice to be paid for the service. Copies of all signed forms shall be given to the FPS COR and FPS CS.

7.0.9 The PTAP plan shall include at a minimum, but is not limited to the following information:

a) An updated installed equipment list highlighting changes from the most recently approved plan.

b) Location of each piece of equipment;

1) Equipment to be identified by make, model and serial number for VSS components that are not encased in some camera enclosures.

2) Equipment to be identified by make, model for IDS components.

c) Tests conducted.

d) Diagnostics

d) Results of each test.

e) Calibration

e) Recommendations.

f) Date and time (beginning and end) of testing.

g) Name, position, signature of person conducting testing.

h) Status of current equipment, based on a scaled status (ex: 1 being poor to 5 being excellent). The exact scaled status is up to the discretion of the Contractor.

i) Brief explanation of failures and corrective actions.

j) Notes to include any concerns or upcoming issues.

8.0 CORRECTIVE MAINTENANCE

8.0.1 The Contractor shall install all replacement parts required to maintain, repair and keep all VSS and IDS systems fully operational and free of deficiencies per the manufacturer specifications. Additionally, the Contractor may be required to install, interface and/or overhaul equipment, which, when completed, shall enhance the aesthetics, operation, performance, reliability, safety etc. of the systems to restore the system(s) to manufacturers specifications. No alterations or improvements to equipment shall be done without prior written authorization from the FPS CO. For repairs, replacement and/or addition of equipment, the Contractor shall prepare a cost estimate to correct the issue prior to commencing work.

This cost estimate shall include costs for parts and materials needed to restore the system to full functionality per the manufacturers specifications. The Contractor shall notify the FPS CO if at any time 85% of the dollars for the CLIN/sub CLIN have been expended. The Government reserves the right to perform or supplement performance of contract functions with Government personnel or other Contractors for major repairs, replacement and/or if the Government considers the Contractor's estimate to be unreasonable.

8.0.2 If during any 30-calendar day period more than 20% of the installed VSS or IDS equipment in any single location listed in Appendix A-IDS and VSS Inventory by Location has been repaired or replaced, FPS reserves the right to disallow any further repairs and will determine the long-term cost effectiveness of any further repairs as opposed to replacing the entire system. If it is determined by the FPS COR that the entire system in any building shall be replaced, the replacement shall be subject to FAR Part 13 competition.

8.0.3 If during any 60-calendar day period more than 40% of the installed VSS or IDS equipment in any single location listed in Appendix A-IDS and VSS Inventory by Location been repaired or replaced, FPS reserves the right to disallow any further repairs and will determine the long-term cost effectiveness of any further repairs as opposed to replacing the entire system. If it is determined by the FPS COR that the entire system in any building shall be replaced, the replacement shall be subject to FAR Part 13 competition.

8.0.4 All replacement units shall be technically equivalent, compatible with the existing system and NDAA compliant. Where applicable, devices shall be configured using Defense Information Systems Agency (DISA) Security Technical Implementation Guides (STIG) configurations in accordance with DHS 4300A Sensitive Systems Policy.

9.0 SERVICE REQUESTS FOR CORRECTIVE MAINTENANCE:

9.0.1 Corrective maintenance to include repair or replacement shall be performed during regular business hours (see Appendix A-IDS and VSS Inventory by Location). Repair completion time shall begin when the FPS COR is notified by the Contractor of the issue and the Contractor provided quotation is received and confirmed by the FPS COR. The FPS COR will provide written approval of the quotation to the Program Manager and the FPS CO will issue via email an Authorization to Proceed to complete the corrective maintenance required. All corrective maintenance actions will be memorialized via a bilateral modification issued at the end of each month.

9.0.2 The response times listed in Tables 3 and 3a (below) shall not be deviated from. The responsibility of meeting these response times shall be the sole responsibility of the Contractor. At no time shall the Contractor wait to complete any corrective maintenance for nearby locations to consolidate trips or during the regularly scheduled preventive maintenance (see Section 7.0) periods for the Contractor’s convenience. If during any quarter the awarded contractor fails to meet the response times listed in Tables 3 or 3a due to negligence or inability to respond, the contract may be Terminated for Default.

The response is dependent on the Facility Security Level (FSL) per Tables 3 and 3a below:

Table 3 CONUS Locations

FSL Quotation Response Written Quotation On-site presence 1 2 Hours 24-36 Hours 96 hours 2 2 Hours 24-36 Hours 96 hours 3 2 Hours 24-36 Hours 48 hours 4* 2 Hours 12-18 Hours 24-48 hours

* All buildings in Appendix A – IDS and VSS Inventory by Location are FSL 4

Table 3a OCONUS Locations

FSL Quotation Response Written Quotation On-site presence 1 2 Hours 24-36 Hours 144 hours 2 2 Hours 24-36 Hours 144 hours 3 2 Hours 24-36 Hours 120 hours 4- Hawaii* 2 Hours 12-18 Hours 120 hours 4 – Territories* 2 Hours 12-18 Hours 168 hours

* All buildings in Appendix A – IDS and VSS Inventory by Location are FSL 4

9.0.3 The Contractor shall provide a written quotation for any Standard Service Request within 12- 36 hours of notification depending on Facility Security Level (FSL) for CONUS and OCONUS Locations.

See Appendices A or B for FSL of each building. After reviewing the provided quotation template, the FPS CO will provide written acceptance or rejection of the quotation. The on-site presence time shall begin when the CO Authorization is issued.

9.0.4 The same procedures shall be used for an Emergency Service Request as the Standard Service Request. A quotation shall be provided within 12- to 36 hours of being notified of the service request.

The FPS CO will provide written authorization to complete the quotation, at the FPS COR’s discretion.

If this procedure is not followed, the Contractor shall not receive payment for the corrective maintenance. The on-site presence for Emergency Service Requests shall begin when the CO Authorization is issued.

9.0.5 Any delays that will take longer than the specified repair completion times shall be communicated to the FPS COR verbally and in writing. To accompany this communication shall be the Contractor’s estimated time frame for deliverables and scheduled plan of actions. The FPS COR will have the right to approve or disapprove any delays.

9.0.6 Equipment that is outdated and no longer commercially offered, a technically equivalent and compatible piece of equipment shall be offered by the Contractor. The FPS COR shall have final rights to approve or discuss the Contractor offered equivalent and compatible equipment.

9.0.7 No loaner equipment shall be used.

9.0.8 If the Contractor is unable to meet the on-site presence times and does not communicate the reason for the delay (Specified in sub-section 9.0.5) to the FPS COR using the procedures specified in the Government shall:

9.0.8.1 First Offense – negative CPARS Assessment

9.0.8.2 Second Offense – negative CPARS Assessment and Contract Termination for Default.

9.0.9 If the Contractor fails to repair the equipment correctly due to technical or inadequate staffing reasons, the Government shall:

9.0.9.1 First Offense – negative CPARS Assessment and if determined necessary by the FPS COR choose another contractor to (of their choosing) to finish the work and invoice the awarded contractor for the repairs.

9.0.9.2 Second Offense – negative CPARS Assessment and Contract Termination for Default.

10.0 QUOTATION SPECIFICATIONS

10.0.1 Using the provided quotation form (See Appendix D – Quotation Form) the Contractor shall clearly indicate what piece of equipment is being repaired or replaced per the equipment lists provided by the Contractor and in accordance with Appendix A-IDS and VSS Inventory by Location. This quotation shall be sent via email to the FPS COR and FPS CS.

11.0 INVOICING SPECIFICATIONS

11.0.1 Preventive Maintenance invoices shall be submitted only after acceptance by the FPS COR of the PTAPs and updated Equipment Lists and Inventories after the end of each quarter.

11.0.2 Corrective Maintenance invoices shall be submitted monthly after completion and acceptance by FPS COR of the work performed.

12.0 DRAWINGS AND SPECIFICATIONS

12.0.1 The drawings and documents related to this project are considered secure and sensitive, but are unclassified. It is expected that the Contractor provide basic floor plan drawings of the facilities outlining the existing system layouts including VSS/IDS equipment and junction boxes. It is preferred if these floor plan drawings are scaled, however, as long as the floor plan drawings are accurate in indicating current systems and equipment locations, they will be accepted. If new cable runs are required for any new repair or replacement, after completion of said repair or replacement, the newly installed cable run shall be indicated on the Contractor provided floor plan drawings.

12.0.1.1 These drawings shall be supplied to the FPS COR within fifteen (15) calendar days after the IA phase.

12.0.1.2 Updated drawings to include newly installed cable runs, and other newly installed equipment (if any) shall be submitted to the FPS COR annually.

12.0.3 The Contractor shall exercise due care and diligence in storing, maintaining, and use of these documents and in preserving the information contained in these documents from theft, unauthorized duplication, misuse, or disclosure. These precautions at a minimum shall include the following:

a) Project drawings and specifications shall be stored in a lockable file cabinet when not in use.

12.0.4 Persons otherwise precluded from working on the project job-site shall not be authorized access to project drawings or specifications. Reasons for preclusion include:

a) Persons disallowed or removed from work at the job-site arising out of a finding of unsuitability by FPS.

b) Persons with a current criminal (felony) arrest not withstanding pre-dispositional status of any pending charges.

c) Persons with a prior felony conviction.

d) Undocumented non-citizens

12.0.5 The Contractor shall return all original and copies of the drawings and specifications to the FPS COR no later than two (2) business days following notice of contract termination (convenience or default).