SOW Closed Circuit Monitoring and Building Entry Modernization Project.docx

Statement of Work (SOW)

Closed‑Circuit Monitoring and Building Entry Modernization Project

Prepared By David Sanders IT Specialist

USDA

1. Background The Tree Fruit Research Laboratory currently relies on an outdated Closed‑Circuit Monitoring and Building Entry architecture that no longer meets the operational, or security continuity needs of the Laboratory. Over the course of two decades, the system has undergone numerous piecemeal repairs, spliced connections, and stop‑gap maintenance actions resulting from prolonged deferred maintenance. This has produced a fragmented and increasingly unreliable surveillance infrastructure that is unable to support modern monitoring requirements.

At present, four (4) administrative office areas are equipped with an individual viewing monitor that provides a limited visual feed for the primary building entrance. The existing system includes a basic intercom call‑button used by visitors to request entry and communicate with personnel inside the building. Employees may activate a door‑open mechanism from within the office; however, the system lacks contemporary features such as integrated facility‑wide visibility, enhanced image fidelity, centralized monitoring, secure communication channels, and system redundancy.

2. Objectives The purpose of this Statement of Work (SOW) is to acquire and install a modern, compliant, fully integrated Avigilon (or other USDA approved) IP/POE‑based video surveillance and building entry system to replace the existing Closed‑Circuit Monitoring and Building Entry system. The updated system shall improve the facility’s physical‑security posture, enhance situational awareness, support mission operations, maintain remote door‑open capabilities, and comply with all applicable Federal laws, regulations, and Agricultural Research Service physical building security standards.

3. Scope of Work

3.1 The contractor shall provide all labor, materials, tools, equipment, cabling, transportation, supervision, testing, documentation, and training required to design, install, and configure a complete and fully functional USDA-Approved stand-alone, turn-key installation of a Commercial Closed‑Circuit Monitoring and Building Entry System. Work includes:

· Removal and disposal of all existing analog CCTV components

· Installation of cameras, mounts, cabling, NVR equipment, and related hardware

· System programming, configuration, commissioning, and testing

· Maintain remote door‑open capability

· End‑user and administrator training

· Delivery of all as‑built documentation and warranty support

4. Requirements / Tasks

4.1 Camera Requirements

The contractor shall provide and install IP/POE cameras suitable for interior and exterior coverage. Requirements include:

· Exterior and long‑range cameras: Minimum 5 MP resolution

· Dome Camera with multiple lenses

· True day/night operation with wide dynamic range

· Secure firmware with anti‑tampering features

· Integrated analytics including motion detection and object classification

· Continuous 24/7 recording at 7 fps

· Alarm‑event frame‑rate increase to 15 fps

4.2 Network Video Recorder (NVR) Requirements

The contractor shall install and configure an NVR system capable of:

· Minimum 60‑day retention of recorded video

· RAID‑protected storage architecture

· Centralized management, audit logging, and secure access control

· Integration for playback and export

· Storage calculations based on camera quantity, compression, fps, and resolution

4.3 Monitoring Station

The contractor shall provide a designated monitoring station including:

· Capability to view multiple cameras simultaneously

· Full playback, export, and event review functionality

· Station can be the server

· Local area network, browser‑based system administration shall be provided, allowing authorized personnel to access the system, modify configuration settings, review recorded video, and perform routine management tasks.

4.4 Remote Door‑Open Integration

The contractor shall fully integrate remote door-open capability. Requirements:

· Five (5) authorized administrative personnel must be able to have a press-to-open-based command to unlock and open main entrance from their offices.

· press-to-open Command must respond in real time

· All press-to-open events must be recorded and audit‑logged

· Functionality must persist during normal operation, alarm events, and system restart

· Testing shall validate door operation

4.5 Administrative Offices Display Monitors

The Contractor shall provide entrance‑view display monitors to five (5) designated administrative offices. These monitors shall:

· Provide a persistent, real‑time video display of the main facility entrance for situational awareness by office personnel.

· The monitors may rely on the primary monitoring station or associated video management system for signal distribution, configuration, and operational control.

· The monitors shall function strictly as passive display devices with no capability for system administration, playback, exporting, or control of other cameras.

5. Deliverables and Delivery Schedule

5.1 Deliverables

The contractor shall deliver:

· Complete and functional Closed‑Circuit Monitoring and Building Entry system as determined by USDA staff

· Closed‑Circuit Monitoring and Building Entry Installation Plan

· Complete as‑built drawings (PDF or VISIO), including but not limited to camera locations, cable routes, labeling schemes, terminations, and device IDs

· Test and certification reports for all equipment installed

· Warranty documentation for hardware

· Warranty documentation for workmanship for one year after acceptance

· Daily/weekly status reports as specified by the Contracting Officer

5.2 Schedule

The contractor shall complete all work within the period of performance defined at contract award, not exceeding 90 business days.

6. Government‑Furnished Equipment / Information (GFE/GFI) If applicable, the Agency may provide:

· Network configuration parameters

· Agency‑approved hardware list or devices

· Access to IDF/MDF rooms and facility maps The contractor shall verify receipt of all GFE/GFI and safeguard it in accordance with federal and Agency requirements.

7. Reporting Requirements The contractor shall:

· Provide progress reports at intervals specified by the Contracting Officer

· Provide notification of any schedule delays and supply‑chain issues immediately

· Submit final deliverables to both the Contracting Officer and designated technical representative

8. Personnel Requirements:

Refusal of Contractor’s Personnel: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel performance or conduct shall be dealt with by the Contractor, and/or the COR with the final decision made by the Contracting Officer.

8.1 Personnel Qualifications/Experience Criteria:

Contractor Project manager/Leader is required to be licensed, certified, insured, and bonded.

9. Badges and Parking:

· All Contractors must have a temporary ID badge issued by the USDA personnel.

· All Contractors are required to wear and display the temporary ID badge when working in the Tree Fruit Research Lab.

· It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Picture with highlighted parking areas is below:

10. Safety and Fire Prevention:

In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the COR may issue an order stopping all, or any part, of the work. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

11. Contractor Responsibilities:

· Contractor must comply with requirements specified in US-ICRA for areas of this quote. Temporary plastic dust barrier is required around the working area if the job site is close to or inside lab clinical area or USDA employees’ working space.

· Contractor is required to always follow the USDA Tree Fruit Research Lab policies when working in the Lab. The policies will be presented to the contractor at pre-start safety meeting with safety and staff. This is not only to protect the contractors, and employees but also to protect the ongoing experiments.

· The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect experiments, persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, others, or experiments as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence.

· Contractor shall comply with all USDA safety standards, manufacturer/industry standards such as but not limited too: FDA, OSHA, TIA, ANSI/TIA, TIA/EIA, and US-ICRA.

· Contractor shall comply with all Federal and USDA wiring standards.

· Contractor is required to prevent and mitigate all dust created from their work-related duties. The locations above in this SOW will fall in between Class I (lowest) to class II (highest).

See below for Class I, and II requirements:

CLASS I:

- Execute work by methods to minimize raising dust from operations.

- Immediately replace any ceiling tile displaced for visual inspection

- Minor Demolition for Remodeling

CLASS II:

- Use a plastic barrier sealed to floor and ceiling tile.

- Use a HEPA vacuum to clean tops of tile (in ceiling space) in enclosed work area.

- Use a HEPA vacuum when making penetrations in walls to control any dust.

12. Contractor Submittals/Insurance Requirements:

· The Contractor is required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

· Within 15 days of contract award, the Contractor shall furnish to the Contracting Officer certification from his/her insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished prior to the expiration date.

13. Place of Performance:

USDA Tree Fruit Research Lab - 1104 N Western Ave, Wenatchee, WA 98801.

14. Hours of Service:

Normal hours of coverage will be Monday through Friday from 8:00am to 4:00pm, excluding federal holidays.

15. National Holidays:

The contractor is not required to provide service on the following National holidays, nor will the Contractor be paid for these holidays.

The following national holidays are observed by the Federal Government:

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

17. Acceptance of Work:

Non-conforming products or services will be rejected. Deficiencies will be corrected by the contractor within 5 business days of rejection notice. If deficiencies cannot be corrected within 5 business days, the contractor must immediately inform the Contract Officer of the reason for the delay and provide a corrective action plan within 2 business days.

18. Authorized Service:

Only those services specified within are authorized under this contract. Before permitting any service or repairs of a non-contract nature, the Contracting Officer must be advised of the reasons for this additional work. The Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional service or repairs that are outside of the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained.

19. Changes:

The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change 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 shall be made in the contract price to cover any increase in costs incurred as a result thereof.

20. Contracting Officer Representative (COR):

Delegation of Authority letters shall be forwarded to Tree Fruit Research Laboratory and the Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the Contract Officer, TFRL Administrative Officer, or their designee for this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the Contract Officer, TFRL Administrative Officer or their delegated representative acting within the limits of his/her authority.

21. Smoking Policy:

Smoking is not permitted within or around the USDA Tree Fruit Research Lab, except in designated areas.

22. USDA Policy:

Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of USDA regulations may result in citations answerable in the United States (Federal) District Court.

23. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

· The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the USDA 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.

· The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this task order presented to the Contractor shall be submitted to the CO for response.

· Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

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