ESS PM Contract Technical Amendment.pdf

MACH ESS Technical Specification | v1.0

TECHNICAL SPECIFICATION & SOLICITATION

AMENDMENT

Preventative Maintenance and Service Support for Integrated Electronic Security Systems

(ESS)

Facility: Martin Army Community Hospital (MACH)

Contract Requirement: Electronic Security System (ESS) Preventative Maintenance & Technical Support Services

Document Type: Technical Specification & Draft Solicitation Amendment Input (SF-30)

Status: Draft / Amendment Input

Table of Contents Table of Contents

1. Executive Summary & Statement of Need

1.1 Purpose

1.2 Life-Safety and Mission-Critical Operational Environment

2. Covered Systems & Integrated Baseline Architecture

3. Mandatory OEM Certifications & Contractor Qualifications

4. Technical Performance & Sustainment Scope

4.1 Hardware Sustainment & Emergency Spares

4.2 Software, Firmware, and OS Maintenance

4.3 Software Licensing & Support Agreement Administration

4.4 System Modernization & Upgrade Support

5. Service Level Agreements (SLAs) & Response Times

6. Draft SF-30 Block 14 Solicitation Amendment Text

7. Contracting Officer (KO) Advisory Notes

1. Executive Summary & Statement of Need

1.1 Purpose

This technical specification establishes the mandatory contractor qualifications, OEM certifications, technical requirements, and performance standards required for an amendment to the preventative maintenance (PM) and corrective maintenance (CM) contract for the Electronic Security System (ESS) at Martin Army Community Hospital (MACH).

1.2 Life-Safety and Mission-Critical Operational Environment

Martin Army Community Hospital operates 24 hours a day, 365 days a year. The ESS infrastructure directly safeguards active clinical zones, newborn nursery/maternity wards, pharmaceutical vaults, surgical suites, administrative perimeters, parking facilities, and emergency access pathways. Any unscheduled system degradation or downtime compromises patient safety, staff security, infant abduction defense, and physical asset protection. Continuous operational availability is strictly mandatory.

2. Covered Systems & Integrated Baseline Architecture The Contractor shall provide complete preventative maintenance, corrective maintenance, firmware/patch management, software licensing administration, and lifecycle upgrade support for the following four (4) integrated proprietary ESS platforms:

• Milestone Systems XProtect Video Management System (VMS): Head-end recording servers, failover servers, management servers, storage arrays (SAN/NAS), Smart Client monitoring workstations, IP video surveillance cameras, video analytics integrations, and associated network video streams.

• LenelS2 OnGuard Physical Access Control System (PACS): Intelligent System Controllers (ISC), Reader Interface Modules (RIM), card readers (smart card/PIV/CAC compliant), biometric sensors, electronic door hardware interfaces, badge production workstations, visitor management stations, intrusion detection inputs, and database servers.

• Commend International Emergency & Operational Intercom System: IP master stations, substation intercoms, duress call boxes, elevator intercom stations, parking area emergency towers, SIP/VoIP server gateways, and central command audio interfaces.

• GuardRFID / HID (AllGuard System) Infant Abduction & Wander Management System: Real-Time Location System (RTLS) tag architecture, exciter/receiver arrays, perimeter door lock interlock controllers, nurse station annunciator displays, alarm notification relays, umbilical/infant tag enrollment stations, and bypass keypads.

3. Mandatory OEM Certifications & Contractor Qualifications To ensure system integrity, preserve manufacturer warranties, and eliminate technical risk within critical hospital infrastructure, the Contractor must possess and maintain active manufacturer certifications throughout the Period of Performance. Verifiable certification documentation must be submitted with the technical proposal.

Proprietary Subsystem Mandatory Minimum Certification Level

Technical Capability Requirement

Milestone Systems (XProtect) Milestone Certified Integration Technician (MCIT) or Milestone Certified Integration Engineer

(MCIE)

Must demonstrate capability to maintain, patch, configure, optimize storage, manage device licensing (Care Plus/Premium), and execute system-wide version upgrades.

LenelS2 (OnGuard) Lenel Certified Associate (LCA) or Lenel Certified Professional (LCP) in OnGuard Access Control

Must demonstrate capability to maintain intelligent controllers, reader boards, badging clients, database replication, and execute Software Upgrade Support Plan (SUSP) updates.

Commend International Commend Certified Intercom System Integrator / Factory Trained Technician

Must demonstrate capability to perform acoustic calibration, VoIP/SIP configuration, substation diagnostics, firmware flashing, and master console integration.

GuardRFID / HID (AllGuard) GuardRFID / AllGuard Factory Certified Technician

Must demonstrate capability to test RTLS exciter boundaries, calibrate tag receiver sensitivity, maintain nurse station software, test door lockdown triggers, and execute RTLS software updates.

4. Technical Performance & Sustainment Scope

4.1 Hardware Sustainment & Emergency Spares

• OEM Parts Replacement: All replacement parts, boards, power supplies, sensors, and peripherals must be genuine OEM components or OEM-certified direct equivalents.

• Component Testing: All repaired or replaced hardware must undergo complete functional testing and operational verification before return-to-service sign-off.

4.2 Software, Firmware, and OS Maintenance

• Patch Management: The Contractor shall deploy all vendor-released patches, security hotfixes, firmware updates, and service packs across all servers, client workstations, controllers, and field devices.

• Change Control & Approval: Prior to implementing any software or firmware update, the Contractor must coordinate with Hospital IT and the Contracting Officer Representative (COR) in compliance with hospital change management protocols and cybersecurity policies.

• Database Maintenance: Perform regular optimization, backup verification, and log pruning for Lenel and Milestone databases (e.g., Microsoft SQL Server).

4.3 Software Licensing & Support Agreement Administration

• Continuity of Vendor Support: The Contractor shall monitor and manage all proprietary software maintenance agreements (e.g., Milestone Care Plus, Lenel SUSP, GuardRFID Software Maintenance Agreement).

• Tracking & Notification: The Contractor shall maintain an accurate inventory of all software licenses, camera channel licenses, reader licenses, and device counts, providing the COR with written notice at least 60 calendar days prior to any license or maintenance expiration.

4.4 System Modernization & Upgrade Support

• Lifecycle Upgrades: The Contractor shall support minor and major software version upgrades, server operating system migrations, and platform enhancements necessary to maintain full functionality, vendor supportability, and cybersecurity compliance without loss of historical transaction logs or audit trails.

5. Service Level Agreements (SLAs) & Response Times The Contractor shall adhere to the following emergency and routine service response matrix:

Priority Level Classification Criteria Remote/Phone Response

On-Site Remediation Target

Priority 1: Critical Emergency

Failure of GuardRFID Infant Protection system; complete Lenel PACS failure at critical/perimeter doors; total Milestone VMS recording outage; failure impacting life safety or immediate clinical security.

Within 60 Minutes Within 2 Hours

Priority 2: Urgent Single Milestone recording server offline; secondary access door malfunction; failure of a Commend emergency tower in a public or parking area; degraded system redundancy.

Within 60 Minutes Within 4 Hours

Priority Level Classification Criteria Remote/Phone Response

On-Site Remediation Target

Priority 3: Routine Maintenance / Service

Single non-critical camera offline;

minor client workstation software glitch; scheduled preventative maintenance inspections; standard credential printer service.

Within 2 Hours Within 24 Business Hours

6. Draft SF-30 Block 14 Solicitation Amendment Text (The Contracting Officer may insert the following text directly into Block 14 of Standard Form 30)

SOLICITATION AMENDMENT: TECHNICAL SPECIFICATION REVISION

PROJECT: Preventative Maintenance and Service Support for Electronic Security Systems (ESS) LOCATION: Martin Army Community Hospital (MACH)

The purpose of this amendment is to amend the Performance Work Statement (PWS) Section C to incorporate mandatory technical specifications, proprietary system sustainment requirements, OEM certification standards, and service response levels as follows:

1. System Scope & Brand Platforms:

The Contractor shall provide complete preventative maintenance, corrective maintenance, firmware/patch management, software licensing sustainment, and lifecycle upgrade support for all integrated Electronic Security Systems (ESS) at Martin Army Community Hospital, including:

a. Milestone Systems XProtect Video Management System (VMS)

b. LenelS2 OnGuard Physical Access Control System (PACS)

c. Commend International Emergency and Operational Intercom System

d. GuardRFID / HID (AllGuard) Infant Abduction & Wander Management System

2. Mandatory Contractor Qualifications & OEM Certifications:

Offerors must provide verifiable documentation of current, active manufacturer certifications (integrator authorization and/or factory-certified technician credentials) with their proposal for Milestone Systems, LenelS2 OnGuard, Commend, and GuardRFID (AllGuard). Failure to submit proof of required certifications will result in a determination of Technical Unacceptability.

3. Sustainment, Licensing, and Upgrades:

The Contractor shall furnish all certified labor, OEM parts, diagnostic equipment, firmware updates, and software sustainment required to ensure 100% operational readiness.

The Contractor shall maintain active software support plans (Milestone Care, Lenel SUSP, GuardRFID SMA) and support required system upgrades, patches, and database maintenance throughout the Period of Performance.

All other terms, conditions, and provisions of the original solicitation remain unchanged and in full effect.

7. Contracting Officer (KO) Advisory Notes

1. Brand Name Justification: Ensure the contract acquisition package contains a formal Brand Name

Justification (pursuant to FAR 6.302-1(c) or FAR 13.106-1(b)) substantiating that the existing hardware, databases, and wiring infrastructure are standardized on Milestone, LenelS2, Commend, and GuardRFID, and replacement with non-compatible systems would result in substantial duplication of cost and critical safety risks.

2. Cybersecurity & DHA Baseline Alignment: Ensure contractor personnel comply with hospital network security policies, DHA/RMF directives, and local information assurance requirements when deploying patches or remote access tools.

3. CLIN Structuring: Clarify whether annual software support renewals (Milestone Care, Lenel SUSP, GuardRFID SMA) are to be priced within a dedicated Cost-Reimbursable/Firm-Fixed-Price CLIN or bundled into the overall base maintenance CLIN.