J063--Camera and Card Reader Maintenance

The Department of Veteran Affairs, Networking Contracting Office (NCO1) located at 163 Veterans Drive, White River Junction, VT intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Bay State Alarm Security, Inc for the following requirement:

Statement of Work

Camera & Card Reader Maintenance

VA Medical Center | White River Junction | Vermont

Project Scope

The White River Junction VA Healthcare System requires the services of a qualified firm to provide services allowing the maintenance and repair of Access Control and Video Security Systems at the White River Junction VAMC, VT and all seven of it s CBOC s, located in Rutland, VT, Bennington, VT, Brattleboro, VT, Burlington, VT, Newport, VT, Littleton, NH, and Keene, NH. Work is to include, but is not limited to, the following items:

Provide 350 hours of service that are mobilized service as needed, as directed by the COR. These hours should be considered normal Business Hours.

Provide parts, programming, diagnostics, and testing (of associated work) and labor.

Provide vendor contact phone number and account numbers for service calls.

Provide additional, related services as needed and directed by the CO.

Equipment to be serviced:

Amount

Item Name

Model Number

Purpose

4

ExacqVision Server

IP08-72T-R4Z-F6 IP08-128T-R4Z-H1 and 2 PE16-06T-LC-C1

Used to house 122 Cameras Used to house 128 Cameras Used to house 16 Cameras

23

Panasonic Camera

WV-SF332

Camera

2

Samsung Camera

SNV-6013

Camera

1

VICON Camera

V-CELL-HD-A

Camera

20

Panasonic Camera

WV-SFN130

Camera

25

Panasonic Camera

WV-SFV311

Camera

2

Panasonic Camera

WV-SFV631L

Camera

13

Panasonic Camera

WV-SW158

Camera

5

Panasonic Camera

WV-SW598

Camera

1

Panasonic Camera

WV-V2530L1

Camera

14

Panasonic Camera

WV-SF332

Camera

8

Panasonic Camera

WV-S2531L

Camera

20

Panasonic Camera

WV-X6531

Camera

3

AXIS Camera

P3245-LV

Camera

2

AXIS Camera

P3268-LV

Camera

10

AXIS Camera

P3375-V

Camera

5

AXIS Camera

P3245-LV

Camera

9

AirMax MIMO BaseStation Sector Antenna

Â

Used for wireless cameras

9

AirMax Omni Antenna

Â

Used for wireless cameras

270

PIV classs card reader

920PTNNEK00000

Used for access control

10

Multi-class card reader

920NHTNEK0000C

Used for access control

1

LNL-4420

Mercury Board by LENEL

Controls card readers

50

LNL-2220

Mercury Board by LENEL

Controls card readers

1

LNL-3300

Mercury Board by LENEL

Controls card readers

250

electronic Door strikes

Â

Used with card reader to open a door

20

Mag lock

Â

Used when there is no door latch

20

Release to exit

Â

Push button used to release a mag lock

250

Motion to exit

Â

Used to show when someone exits a door when a card reader is present

57

Altronix Power supply

Â

Used to power a LENEL mercury board

20

Power door handle

Â

Used with a card reader to unlock a door handle.

14

Alarm Systems

Tasco and LENEL

Motion and panic alarms

The Contractor shall also be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence.

The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

Existing Site Conditions. Services will occur within the White River Junction VAMC, VT and all seven of it s CBOC s, located in Rutland, VT, Bennington, VT, Brattleboro, VT, Burlington, VT, Newport, VT, Littleton, NH, and Keene, NH.

Tasks and Requirements

General Contractor Requirements

Key Tasks

Service Call Response

Timeliness: When a service call has been initiated by VA staff, a technician shall arrive no later than 4 hours after the service call has been made (during both Business Hours and outside Business Hours). Contractors incapable of meeting this response time requirement will be found non-responsive.

Hours: Non-emergency service calls will be scheduled during normal Business Hours. Normal business hours are Monday through Friday 8:30AM to 4:30PM, excluding public holidays.

Emergencies: Emergency service shall be available 24 hours a day, 7 days a week, and 52 weeks a year. Emergency service calls will be priced according to the relevant Line Items in the Price/Cost Schedule.

Mandatory Uptime: No system will be left out of service at the end of a workday, or over a weekend, without permission from the VA. All devices must be verified as enabled/reset prior to end of workday. In the event that the Contractor needs to implement a temporary or interim solution in response to a Service Request, they may, at their option, use loaned equipment from the Service Pool. Some exclusions may apply, and this equipment will not become part of the VA s permanent system. If the contractor cannot resolve any issues with the Security Systems they were dispatched for within 12 hours, an action plan must be written and forwarded to the COR for review and approval. This action plan shall contain the following information: summary of the problem, why the problem cannot be fixed in allotted time, and the expected date and time of when the problem will be resolved. Insufficient labor will not be a valid reason of why the work has not been completed.

Certified Service Capabilities

The contractor shall provide certified Lenel and Exacqvision technicians. All technicians dispatched for service shall have the appropriate certifications for the systems they are servicing.

Report Submission

The contractor shall have the capability of producing electronic documents that shall be able to interface with the systems used by FMS at the VAMC. The contractor shall submit electronic copies of all documents via email (whenever possible) to the COR. The report generated for each service call is to be submitted to the COR for review within 24 hours of completing the service call. This 24 hour constraint only applies during working hours and is not expected to be completed during off hours. Reports shall include:

Name and contact information of technician

Date and time of work performed

Duration of service call

Description of service call

The contractor shall submit hardcopies of documents at no additional cost, if requested by the COR.

Software Services

The vendor will provide annual software support services to ensure the system software is up to date. Annual software license agreement (SLA), annual software upgrade service (onsite), annual hardware firmware upgrade (as required onsite), software phone support as required (business hours), and annual health inspection on computer/server and annual inspection of database back-up performance.

The contractor shall maintain all licenses and SSAs on video and access control systems. All server equipment, work stations, and control panels firmware will be kept up to date with all security patches.

Warranty

Work is to be guaranteed for 100% of all labor and materials provided by the contractor for a period of one (1) year from the date of completion or acceptance, whichever is later. Contractor shall promptly repair or replace any portion of the work or equipment which fails within this time period, except in the case of VA abuse, VA failure to follow minimum operations and maintenance requirements that have been specifically outlined by the contractor and conveyed in the documentation at acceptance, or by acts of God.

If manufacturer s warranty exceeds one year, then contractor shall extend the guarantee for the same period for the relevant equipment or materials.

Parts Services

Parts includes Card Readers, Electric Strikes, Door Position Switches, Request to Exit Motion sensors, Mercury Boards, Cable Power Supplies, Cameras, and any other parts needed to keep the Lenel and ExacqVision systems (and related devices) operating as intended.

The contractor shall have on hand a supply of commonly needed spare parts sufficient for repairs.

All damage to floors, walls, ceilings, or any other VA property to be repaired/replaced by the contractor.

Facility Work Conditions

All work shall be performed in a manner which would present the least amount of disturbance to the healthcare facility. Upon arrival at the VAMC, technicians shall check in with the COR (or COR s designee). Technicians are required to obtain a contractor badge and an escort to the service location. A key for locked areas will be provided by the COR (or COR s designee). All tools must be kept within sight of the technician at all times. When workers are taking breaks or leaving the site, tools must be removed and stored in a safe place. All technicians working on the Security Systems shall wear and use the required safety personal protection equipment as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the COR for resolution. COR is to be provided with copies of technicians certification, as well as their OSHA 10 documentation for review and record prior to the start of any work. The VA has the right to refuse any subcontractor for any or no reason and must be informed of the identity of the subcontractor prior to use on this contract or as part of the quote by the Contractor. The vendor shall provide a list of service technicians that may be dispatched for service to the COR. If Hazardous Substances may be used in contract performance, material safety data sheets will be submitted to the COR before any related work is performed.

Contracting Officers Representative (COR)

The CO s designated facility representative (COR) shall monitor contractor performance quality, and the COR s feedback will inform the performance evaluations created by the CO. Key items the COR will watch for include, but are not limited to: response timeliness, technician preparation and readiness to perform the work, the quality of the work performed, professionalism of the technicians, and compliance with contract and facility requirements. In the event of a quality issue arising, the COR will investigate and attempt to resolve the issue with the technician or contractor directly. If the COR is unable to resolve the issue, the COR shall refer the issue to the CO for fact-finding, evaluation, and resolution in a manner the CO sees fit, with all legal remedies available for use.

Contracting Officer (CO)

The CO is the only person who has the authority to modify this contract. No work outside the terms listed here is authorized to be performed or paid for by the VA without prior, written authorization by the CO. The CO may order additional, related work based on this contract without further competition. If the COR cannot resolve a contract performance issue with the Contractor, the COR will submit the issue to the CO s attention. The CO retains all legal rights and remedies available to deal with contract performance deficiency. If the contractor ever cannot meet the requirements of this contract, the CO is to be notified immediately for direction on how to proceed.

Confidentiality and Nondisclosure

The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the VA and shall be submitted to the COR at the conclusion of each service year. 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.

Contractor Personnel Security Requirements

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. This requirement is applicable to subcontractor personnel requiring the same access. The Contractor shall comply with agency personal identity verification (PIV). This PIV process typically requires all workers to complete forms in advance of entering the VA Medical Center, to present two official forms of identification, to submit finger prints and background checks, etc depending on the nature of the project and the length of construction. The approval process typically requires five business days before access can be approved.

Period of Performance

This is a Base + 4 option year contract.

Work Schedule

Normal working hours are from 8:30 AM to 4:30 PM.

In order to maintain schedule, work performed over the weekend, may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice.

Privacy Statement

Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

Record Management

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Bay State Alarm Security, Inc. will be awarded this procurement because the current equipment under the contract is also under warranty by Bay State Alarm Security, Inc.

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The NAICS code for this requirement is 561621 with small business size standard of $25 Million.

This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement listed above must clearly identify their capability to do so in writing by Monday, September 16, 2024, at 9:00 AM EST time. Responses should be sent to Kenya Mitchell at Kenya.Mitchell1@va.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination by the Government not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government.