SOW - Burglary Monitoring System.pdf

STATEMENT OF WORK

VA Texas Valley Coastal Bend Healthcare System

Facilities Service

A. GENERAL INFORMATION

1. Title of Project: Burglary Alarm Monitoring Systems and Preventive Maintenance

(4 sites); Fire Alarm Monitoring and Preventive Maintenance (2 sites only)

2. Scope of Work: The contractor shall provide regularly monitoring of the burglary systems and one fire alarm system to include equipment preventive maintenance on existing equipment from various locations noted below to Facilities Service locations throughout VA Texas Valley Coastal Bend Health Care System. The contractor shall furnish all labor, tools, material, and supervision necessary to provide routine and emergency call backs for system failures for the following locations:

Harlingen Health Care Clinic (HCC)

i. 2601 Veterans Drive, Harlingen, TX 78550

1. Burglary Monitoring and Preventive Maintenance

McAllen Outpatient Clinic (MCOPC)

ii. 901 E. Hackberry Avenue, McAllen, TX 78501

1. Burglary Monitoring and Preventive Maintenance

Corpus Christi Outpatient Clinic (CCOPC)

iii. 5283 Old Brownsville Road, TX 78405

1. Burglary Monitoring and Preventive Maintenance

2. Fire Alarm Monitoring and Preventive Maintenance

Corpus Christi ANNEX

iv. 5277 Old Brownsville Road, TX 78405

1. Burglary Monitoring and Preventive Maintenance

2. Fire Alarm Monitoring and Preventive Maintenance

3. Background: The VA Texas Valley Coastal Bend Healthcare System Facilities

Service has a requirement to provide Burglary Systems Monitoring to protect all internal components of the medical clinics listed.

4. Performance Period: Base + 4 Option Years

This contract will be for one 12 months base period plus 4 option years after awarding date.

5. Type of Contract: Firm Fixed Price

B. CONTRACT AWARD MEETING

1. The contractor shall not commence performance on the tasks in this SOW until the contracting officer has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.

C. GENERAL REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor’s subtask structure shall be reflected in the technical proposal and detailed work plan.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. The Contracting Officer’s Representative (COR) is identified as the

Administrative Officer for the Facilities Service. All work coordination shall be made through the COR. The contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of this agreement. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the Contracting

Officer on all matters pertaining to contract administration. Only the Contracting

Officer is authorized to make commitments or issue changes which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such changes at the direction of any person other than the

Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

4. The contractor shall not perform any inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of

Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal

Government employment including the interviewing of individuals for employment, approval of position descriptions, and performance standards for

Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

5. Services provided under the terms of this contract are required to follow the policies and all applicable Federal, State, and Government laws.

6. The Contracting Officer Representative will track and record difficulties such as poor turnaround time. Any noted difficulties or deficiencies will be reported to the contracting officer for appropriate action and remedy.

i. Texas Valley Coastal Bend Healthcare Center

ii. Facilities Administrative Officer

2601 Veterans Drive

Harlingen, TX 78550

Phone (956) 291-9000

7. The contractor assumes all liability risks for work performed under this contract.

The contractor must assume total liability for all contract employees. All contractors and subcontractors of this contract shall possess a valid driver’s license, vehicle insurance and registration, and have two-way radios, cellphones, or pagers for communication purposes. The contractor shall provide proof that all drivers have had training in burglary system in accordance with specifications of each monitored sites.

8. Preventive Maintenance

i. Preventive maintenance shall be made by scheduling in 30-day advance notice for each location Monday thru Friday between the hours of 0800-

1430, except on Federal Holidays (as observed). Scheduling of the preventive maintenance dates shall be done via email contact through the

COR POC.

1. Federal Holidays

a. New Year’s Day

b. President’s Day

c. Martin Luther King’s Birthday

d. Memorial Day

e. Independence Day

f. Labor Day

g. Columbus Day

h. Veterans Day

i. Thanksgiving

j. Christmas Day

k. Any other day specifically declared by the President of the

United States to be a Federal Holiday.

9. The contractor shall ensure that qualified personnel are available to provide preventive maintenance during scheduled and unscheduled emergency call-backs.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

1. The contractor must perform the required work in accordance with Federal, State and Government laws. The Contractor must comply with all annual updates as issued. Contractor agrees to maintain the minimum acceptable service as specified herein. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. Contract shall provide immediate notification, within 24 hours, to the responsible VA Official of any adverse action by a regulatory agency.

2. The contractor will furnish a statement in writing to the Contracting Officer at close out of the contract to include summary of the contractor actions and statement that all requirements of the contract were fulfilled as agreed. A summary evaluation of contract performance based upon the compliance or noncompliance of contract to include a summary of contractor actions and statement that all requirements of the contract were fulfilled as agreed.

E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES

F. SCHEDULE FOR DELIVERABLES

1. Monitoring services shall be rendered for the two sites as well as scheduled preventive maintenance specified in the SOW.

i.See Attachment A - Zone Listing for HCC MCOP CCOPC and CCOPC

Annex

G. CHANGES TO STATEMENT OF WORK

1. Any changes to this Statement of Work shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project.

Costs incurred by the contractor through the actions of parties other than the

Contracting Officer shall be borne by the contractor.

H. REPORTING REQUIREMENTS

I. TRAVEL

1. Vendor shall include all pricing of any related travel expenses related to site visits for preventive maintenance related to this contract. Government will not incur cost for travel related to this contract.

J. CONTRACTOR EXPERIENCE REQUIREMENTS

1. Contractors shall have at least 3 years minimum requirement in the field of burglary system monitoring and preventive maintenance of any type of burglary systems to include specialized as per contract equipment.

K. CONFIDENTIALITY AND NONDISCLOSURE

1. It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. Press releases, marketing material or any other printed of electronic documentation related to this project shall not be publicized without the written approval of the Contracting Officer.

L. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

1. All contractor employees who require access to the Department of Veterans

Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law

Enforcement prior to contract performance. In addition, other Contractor personnel may require background investigations- depending upon a risk assessment to be accomplished by the VA Using Service in coordination with the

VA’s Information Security Officer. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall be responsible for ensuring that all necessary documentation is submitted for his/her employees and the employees of his/her employees and the employees of his/her subcontractors. Contractor employees will not require access to the VA Texas

Valley Coastal Bend Health Care System computer systems or patient information to carry out the tasks outlined in the Statement of Work.

2. Privacy Officer – The contractor will not have access to Patient Health

Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

3. Information Systems Officer, Information Protection: The contractor will not have access to VA desktop computers, nor will they have access to online resources belonging to the government while conducting services.

4. Position Sensitivity – The position sensitivity has been designated as Low Risk.

i. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries.

ii. Contractor Responsibilities

1. The contractor shall bear expenses of obtaining background investigations.

2. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak, and understand the English language.

3. The contractor shall submit or ensure that their employees submit the required information to the Contracting Officer and the

Contracting Officer’s Representative (COR). The contractor shall submit the required forms to the VA Security and Investigations

Center within 5 days of receipt of the e-mail they receive with instructions to do so. The contractor shall not allow contractor personnel who require a background investigation to start performing until the contractor has received written confirmation from the Contracting Officer that the SIC has initiated a background investigation.

4. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

5. The contractor shall ensure that all personnel requiring computer access if any, will complete the VA’s Cyber Security Training and

Privacy Training prior to obtaining computer access and annually thereafter.

6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

iii. Personal Identify Verification of Contractor Personnel

1. If required, Contracting Officer Representatives will be responsible for coordination with the VA Police Department to obtain identification badges for contract personnel working under contract for which he/she has responsibility. Contractors will wear/display issued identification badges in a visible manner while on

VATVCBHCS property. These procedures implement Homeland

Security Presidential Directive – 12 (HSPD-12), Office of

Management and Budget (OMB) guidance M-05-24, and Federal

Information Processing Standards Publication (FIPS PUB) Number

201, for contracts requiring contractor to have physical access to a federally-controlled facility or access to a Federal Information

System.

iv. Contractor Automation Security Requirements

1. Unless written authorization is issued by the Contracting Officer, contractor employees will not use any form of removable storage media when providing services under the terms of this contract.

Removable storage media includes, but is not limited to, USB thumb Drives, MP3 Players, and external hard drives. Should the contractor determine that the use of removable storage devices is required they must submit a written request with full justification to the Contracting Officer. For contractor employees who have access to and store VA information, the Contracting Officer must receive written permission from a VA supervisor and VA

Information Security Officer (ISO) before authorizing Contractor employees to use such devices, and if used to store sensitive information and Technology (OI&T) official. Unless and until this written authorization is received, Contractor personnel are not authorized to use any form of removable storage media when providing services under the terms of this contract.

v. Security Controls Compliance Testing

1. On a periodic basis, the VA, including the Office of Inspector

General, reserves the right to evaluate any of all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.