Security Maintenance SOW - DRAFT.pdf

Physical Security Equipment Maintenance and Testing

Statement of Work (SOW)

1. Scope:

The Contractor shall provide all labor, parts, materials, equipment, and supervision required for the Preventive and Corrective Maintenance Services of all existing and remaining physical security, anti-ligature alarms, access control, closed circuit television (CCTV), intercoms, wireless and wired local area networks (LAN), emergency code blue, LYNX Duress system, parking and perimeter gate components at the Michael E. DeBakey VA Medical Center (MEDVAMC) campus located at 2002 Holcombe Blvd., Houston, TX 77030. Additionally, the Contractor shall provide these services for the 10 Community Based Outpatient Clinics (CBOC), and VA Domiciliary.

Contractor employees shall not be considered Government employees for any purpose under this requirement. The Contractor shall be available to perform these tasks for the MEDVAMC for a minimum 20 days per month with 24/7/365 after hour emergency service. This contract shall also provide a $50,000 annual Parts Rider for material and component replacement throughout the term of the contract, to include additional service calls.

The Contractor shall provide annual software, firmware, and hardware updates for all Servers/Workstation clients, network switches, Video Management System and hardware components. Contractor shall provide MEDVAMC with written documentation regarding the scheduled maintenance of equipment and testing results.

2. Place of Performance:

Michael E. DeBakey VA Medical Center (MEDVAMC) 2002 Holcombe Blvd Houston, TX 77030

CBOC Locations:

CBOC Facility CBOC Address Beaumont 3420 Veterans Circle, Beaumont, TX 77707 Charles Wilson 2206 North John Redditt Dr., Lufkin, TX 75904 Galveston Island 3828 Avenue N, Galveston, TX 77550 Conroe 690 South Loop 336 West, Conroe, TX 77304 Richmond 22001 SW Freeway, Ste 200, Richmond, TX 77469 Texas City 9300 Emmett F. Lowery Expressway, Ste 206, Texas City, TX 77591 Lake Jackson City 208 Oak Drive South, Lake Jackson, TZ 77566 Katy 750 Westgreen Blvd., Katy, TX 77450 Tomball 1200 W. Main Street, Tomball, TX 77375 Sugar Land 1327 Lake Pointe Parkway, Ste 520, Sugar Land, TX 77478

3. Operational Coverage:

3.1. Normal work hours: The Contractor shall contact and coordinate with the COR at a mutually agreed upon time to complete testing and inspections within the month required. All work shall be accomplished during normal duty hours (7:30am to 4:00pm) Monday through Friday, excluding Federal Holidays.

3.2. Federal Holidays: The ten holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

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 Executive Order

• Any other day designated by Presidential Proclamation

4. Period of Performance: The Government estimates awarding a Base period plus 4(four) 1(one) year Option Periods, to be exercised at the Government’s discretion, as follows:

• Base Period: February 1, 2021 through January 31, 2022

• Option Year 1: February 1, 2022 through January 31, 2023

• Option Year 2: February 1, 2023 through January 31, 2024

• Option Year 3: February 1, 2024 through January 31, 2025

• Option Year 4: February 1, 2025 through January 31, 2026

5. Contract Overview

5.1. Preventive Maintenance and Security Systems Testing & Inspection: The Contractor shall provide security system testing & inspection services for 100% of the existing and remaining security system every weekly, monthly, quarterly, semi, and annual inspection intervals. All preventive maintenance testing shall be performed in accordance with manufacturer and VA Electronics Department staff recommendations to include a visual and functional test & inspection of all components that are part of this contract. This shall also include cleaning components and any additional tests required by the VA for the VA Hospital, CBOCs, and Domiciliary installation projects. Written documentation of these services and tests shall be provided to the VA at the end of each inspection period showing that 100% of the system has been tested and serviced.

Security system equipment that shall be included in this contract, but not limited to, are the intercom, CCTV, parking and perimeter gate operators, strong arm, code blue, burglar, anti-ligature and duress alarms and all other existing and remaining access points tied into the DNA Fusion Open Options access control system.

The Contractor shall perform a daily diagnostic check of the Security Servers and Clients Software Version vs. the current version offered by the manufacture. In the event a new version or any service versions are available, the contractor shall download these upgrades and service patches from the manufacturer’s web sites, install, program, and implement into existing system. Contractor shall also screen all video, access control databases, and software for errors and correct as needed.

The Contractor shall perform daily diagnostic inspections on the parking control and surveillance systems and make corrective repairs as needed. Contractor shall also develop a validation ticket dispenser replacement program to ensure dispensers are never empty and always operational. Contractor shall provide service for all access control card readers and user profiles, gate parking hangtag readers. Gate hangtags shall be sourced and provided by the Contractor.

The Contractor shall provide LYNX Duress System, Swisslog tube system, Avigilon CCTV, fiber network, Juniper Network Switches, and Distributed Network Architecture (DNA Fusion Open Options) maintenance and factory support, yearly subscription costs, repair, installation of existing and remaining components and devices, programming and testing.

Contractor shall maintain the following subscriptions and licenses; Open Options software and redundancy maintenance, Codebench software maintenance, Avigilon CCTV software and firmware maintenance, LYNX duress software maintenance, and juniper firmware and software maintenance.

5.2. Component Repair & Replacement: Contractor pricing shall include the cost for repair and replacement parts. A $50,000 annual Parts Rider shall be provided for repair and replacement of components. In the event that any unwarranted components were to fail, the contractor shall repair or replace such components in order to correct the problem. Pricing of components are based on the current GSA schedule and will be subtracted from the $50,000 allowance. Written documentation of all repair and replacement costs will be provided to the MEDVAMC at the end of each month showing the status of the allowance.

Contractor shall provide all programming, connect all physical wiring connections, install electronic components and hardware, and test of all existing and remaining equipment and devices to keep all systems running and operational.

Contractor shall develop a battery replacement program to ensure all batteries in control cabinets, power supplies, network and Mercury Board, DNA Fusion Open Options, and HID PAM Modules and controllers and uninterruptable power supplies (UPS) are replaced annually.

Contractor shall provide replacement Vehicle Parking Hang Tags and Access Stickers for vehicle registration.

5.3. Response Time & Prioritization: In order to account for the 24-hour nature of the MEDVAMC operation, the Contractor shall include ALL 24/7/365 non-scheduled emergency and after hour calls per year regardless of the day-of-week or time-of-day. Emergency calls beyond scope of the repairs shall be billed a single time and material rate. Emergency calls to the contractor must be placed or authorized by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR).

5.4. Service Documentation & Logging: The Contractor shall ensure each and every security system testing & service call shall be documented utilizing an inspection report service by Building Reports.com (BR.COM) and/or work order completed by the contractor. The contractor’s job will not be complete until his/her testing and or service call is formally documented and presented to the COR at the regularly scheduled intervals e.g. daily, weekly, bi-weekly, monthly, quarterly, semi-annually, and annually depending on devices and system requirements. All alarm points shall be tested to ensure the alarms are received at the associated monitoring workstation graphics with audio and visual indications.

Contractor shall ensure an on-site security service logbook will also be provided and maintained by the Contractor. The purpose of this logbook is to allow VA security personnel to document system issues or problems in a centralized location. When the contractor arrives on-site, this will typically be the first level of documentation they he/she will review. All contractor personnel shall be required to sign-in and out of the VA Energy Control Center (ECC) contractor logbook each time the contractor personnel enter and leave the VA campus.

Contractor shall provide records of all Standard Operating Procedures (SOP) for all equipment, computer programs, software, firmware, installing, passwords, access profiles, and removal of any and all of the existing and remaining equipment, devices, and hardware. SOP for all procedures of performing all features of the software programs required to keep the campus in operating order.

5.5. Customer Call Support: To quickly address customer technical questions or issues that may arise, the contractor shall provide the VA with on-line customer call and technical support with all original equipment manufacturers (OEM) and equipment vendors. During the hours of 8:00 AM to 5:00 PM, Monday through Friday, MEDVAMC can contact the local contractor’s office, and be assured of prompt and courteous service. During hours other than those listed above, calls shall be handled directly by the contractor’s answering service. Calls to the contractor must be placed or authorized by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR).

5.6. Training: The Contractor shall provide quarterly refresher training on the DNA Fusion Open Options systems as well as any security system components to the MEDVAMC Police staff. There shall be 240 hours per year off site technician level manufacturer FACTORY training to include travel and per-diem for a maximum of 6 VA Technicians per year to maintain and troubleshoot the system, as well as 120 hours of operator level training that will provide Police, Parking, and Badging staff the training needed to operate the system.

5.7. Performance Goals Review: Offeror shall provide a synopsis of offeror’s overall approach to quality control/quality improvement and provide information on proposed quality improvement plan (QIP). Upon execution of this agreement, and prior to commencement of services, contractor shall meet with local VA security personnel to establish specific written mutual goals for success. These goals will ultimately become the measuring stick for success of the contract with MEDVAMC.

5.8. Duress Switch Testing: The Contractor shall test all existing and remaining duress buttons throughout the VA Hospital and Domiciliary. This test will be performed on a monthly basis. The alarm points for these switches shall be tested to ensure the alarms are received at the associated monitoring workstations with audio and graphic visual indicators. As part of this test, the contractor shall visit each duress button installed in the facility. They shall press the button and then via radio or telephone communicate back to the PD on the DNA Fusion Open Options software and workstations to determine that switch was working properly. The contractor shall provide a minimum of two technicians to conduct the tests. The contractor shall install a Bar Code at each button. When the contractor gets to each button or computer keyboard, they will scan the bar code with a handheld reader. This will ensure that each and every button has been visited. The contractor shall produce a report both hard copy and electronic to show that 100% of the switches have been tested during the testing period. Contractor shall perform immediate repairs on all nonworking duress buttons and retest. These reports will be on file at the VA and available on the internet BR.com website.

The contractor shall test and maintain the LYNX computer duress system, yearly subscriptions, software and firmware updates and maintenance.

5.9. Motion Intrusion Detector Testing: The contractor shall test all motion intrusion detectors throughout the hospital. This test will be performed on a monthly basis. As part of this test a technician will visit each detector installed out in the facility. They will activate the motion detector and then via radio communicate with a second technician to determine that the detector was working properly. The alarm points for these motion detectors shall be tested to ensure the alarms are received at the associated monitoring workstations with audio and graphic visual indicators. The contractor shall install a Bar Code at each device or panel. When the contractor gets to the device, they will scan the bar code with a handheld reader. This will ensure that each and every device has been visited. The contractor shall produce a report both hard copy and electronic to show that 100% of the devices have been tested during the testing period. These reports will be on file at the VA and available on the internet BR.com website.

5.10. Code Blue Station Testing: The contractor shall test all Code Blue stations located throughout the hospital. This test will be performed on a monthly basis. As part of this test a technician will inspect and test each emergency code blue station throughout the facility. They will activate the code blue station and then via communicate with a second technician to determine that the station was working properly.

The alarm points for these Code Blue stations shall be tested to ensure the alarms are received at the associated monitoring workstations with audio and graphic visual indicators. The contractor shall install a Bar Code at each station. When the contractor gets to the switch each Code Blue Station, they will scan the bar code with a handheld reader. This will ensure that each and every station has been visited. The contractor shall produce a report both hard copy and online to show that 100% of the code blue stations have been tested during the testing period. These reports will be on file at the VA and available on the internet. Contractor shall make all necessary repairs when found inoperable.

5.11. Anti-ligature Door Testing: The Contractor shall test all existing and remaining anti-ligature door alarm system throughout the VA Hospital. This test will be performed on a monthly basis. As part of this test, the contractor shall inspect and test each door and press the switch with minimal force then via radio or telephone to communicate back to a continuum workstation and determine that switch was working properly. The contractor shall provide a minimum of two technicians to conduct the tests. The alarm points for these Anti-Ligature Door switches shall be tested to ensure the alarms are received at the associated monitoring workstations with audio and graphic visual indicators. The contractor shall install a Bar Code at each switch. When the contractor gets to the switch, they will scan the bar code with a handheld reader. This will ensure that each and every button has been inspected and tested. The contractor shall produce a report both hard copy and electronic to show that 100% of the switches have been tested during the testing period. Contractor shall perform immediate repairs on all nonworking duress buttons and retest. These reports will be on file at the VA and available on the internet.

5.12. Access Controlled Door Testing: The contractor shall test all existing and remaining access-controlled doors throughout the hospital and domiciliary. This test will be performed on a monthly basis. As part of this test a technician will visit each reader, swipe a PIV card and verify the locking devices unlocks correctly. The contractor shall install a Bar Code at each reader. When the contractor gets to the reader, scan the bar code with a handheld inspection reader. This will ensure that each and every device has been visited. The contractor shall replace batteries in wireless access control readers at least monthly. The contractor shall produce a report both hard copy and electronic to show that 100% of the readers have been tested during the testing period. These reports will be on file at the VA and available on the internet at the BR.com Website.

5.13. Fire Exit Door Testing: The contractor shall test all existing and remaining fire exit doors throughout the hospital and domiciliary. These doors remain closed for long periods of time and are subjective to residual magnetism. The alarm points for these door sensors shall be tested to ensure the alarms are received at the associated monitoring workstations with audio and graphic visual indicators.

The contractor shall provide monthly testing and preventive maintenance.

5.14. Perimeter and Parking Gates: The Contractor shall maintain all perimeter and parking gates, implement a preventive maintenance program, test and ensure all gates are in proper operational condition, ensure all gates can be controlled by the DNA Fusion Open Options Access Control System.

Contractor shall ensure all intercom systems are in proper operation and repair if necessary.

System Monthly Inspection

Yearly Device Count Current Contract

Device count change

Preventative Maintenance of Security Systems

X All Systems All systems

Duress Buttons X

Motion Sensors / Burg Panels X Emergency Code Blue X

Anti-Ligature X Access Control Doors X

Fire Exit Doors X Replacement Parts

Contingency X $ 50,000.00

Emergency Service Calls X Overtime After Hours Service

Calls X

Training on-site X Training off-site X Juniper Network X Gates / Transcore X

6. Contractor Mandatory Training: Contractor Personnel shall complete the following training prior to start of work at the MEDVAMC. Training available on MEDVAMC Training Management System (TMS) or Source as listed. Documentation of completed training shall be submitted and kept on record.

Contractor Rules of Behavior

Phone ID by VA Police: Police Service Fingerprinted (as required): HR VA Privacy Training Cyber Security Training VA Compliance Business and Integrity Training (CBI) Code Blue Training Fire and Safety Training Infection Control policy and Procedures Emergency Preparedness / Disaster Policy and Procedures Criminal Justice Information System Awareness Training (PD)

7. Changes to Contract or SOW: The CO is the only individual authorized to approve changes or modify any of the requirements under this SOW or impending contract. The Contractor shall communicate with the COR on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.