This is not a Notice of Solicitation. Department of Veterans Affairs (VA) intends to release a Request for Proposal (RFP) to establish a single award contract for 24/7 support and maintain the existing Physical Access Control Systems (PACS) and Closed-Circuit Television Video (CCTV) systems installed in Austin, Texas. Please see the below draft Performance Work Statement for details. Based on market research results, the RFP may be made available on FedBizOps at https://www.fbo.gov approximately September 1st, 2019 under the proposed solicitation number of 36C10A19Q0204. VA contemplates a sole source award with a 12-month base year and four 12-month option years, subject to change based on market research results. To assist in determining how and when this solicitation will be issued, interested parties may email the following information to
[email protected]; please note, questions may not be answered and no additional information will be provided; only supply the requested information below if you are an interested vendor: - Name of Company - Point of Contact - Socioeconomic Status (business size and type) - Due to the critical nature of this action and the mandated 24/7 coverage and response times as indicated in section 2 of the PWS (below), please also provide a brief narrative confirming how you plan to meet this requirement. It is the responsibility of interested parties to regularly monitor https://www.fbo.gov for updates. The government will not provide hard copies of the solicitation once issued. Interested parties are responsible for monitoring the website and downloading the solicitation, its attachments, and any amendments from the internet site identified above when/if issued. All information regarding the procurement is provided herein, and no additional information shall be provided at this time. OFFERORS ARE ADVISED THAT THIS REQUIREMENT MAY BE DELAYED, CANCELED, OR REVISED AT ANY TIME. PERFORMANCE WORK STATEMENT (PWS) DEPARTMENT OF VETERANS AFFAIRS Office of Information & Technology Austin Information Technology Center AITC Physical Access Control System (PACS) Maintenance Contract THIS PWS HAS BEEN EDITED AND REDACTED TO PROVIDE ONLY THE CORE INFORMATION REQUIRED FOR A RESPONSE TO THE SUBJECT RFI. IF AN OFFICIAL RFQ IS ISSUED, THE ATTACHED PWS MAY DIFFER FROM WHAT IS USED/SEEN BELOW. SCOPE OF WORK The Contractor shall provide 24/7 support and maintain the existing Physical Access Control Systems (PACS) and Closed Circuit Television Video (CCTV) systems installed at the AITC, including providing C-Cure 9000 and EverRun Software support agreements through Software House. The contractor shall manage a service request response system for PACS and CCTV maintenance requests. The contractor shall employ maintenance personnel which are trained and certified in the use and operation of all PACS and CCTV equipment located within the facility and listed below, prior to conducting any work at the AITC. The contractor shall provide maintenance repairs and support for the AITC PACS and CCTV located in Austin, TX. The contractor shall provide all resources necessary to maintain and repair the existing PACS and CCTV systems, furnish all labor, supervision, equipment, tools, materials, supplies, travel and transportation necessary to provide PACS and CCTV systems maintenance and repairs. Repair and replacement parts shall be included at no additional cost to the Government. Systems functionality shall be achieved upon completion of the first service call. Functionality is defined as a working system as designed but may be accomplished with any part available to the Technician at the time of service. If repair is not possible during service, a loaner or like part may be used to regain functionality. All contractors must be Enterprise Software House Dealer/Distributor and master technician certified and Avigilon Camera/computer server certified. Documentation of each must be provided. Due to requirement of 24/7 support contractor must be located in Austin. TX. area to satisfy required response time for repairs. PERFORMANCE DETAILS PERFORMANCE PERIOD The period of performance shall be from October 23, 2019, through October 22, 2020, with 4 one-year optional periods of performance. PLACE OF PERFORMANCE Tasks under this PWS shall be performed at 1615 Woodward Street, Austin, TX 78772. TRAVEL As required within Austin, TX to the AITC for successful performance. SPECIFIC TASKS AND DELIVERABLES The contractor shall obtain all necessary equipment, parts, manufacturer's specifications, and drawings to manage the PACS and CCTV maintenance and repair as required by this PWS; See equipment list below. The Contractor shall maintain an on-site inventory mix of appropriate replacement parts necessary for the security equipment. Replacement parts are included at no additional cost to the Government. The contractor shall provide non-repairable items to the Contracting Officer s Representative (COR) for turn in and accountability. All replaced equipment is property of the VA. Contractor shall provide the Government COR with the Contractor s technical support number and one Point of Contact (POC) for service and account representation. POC shall provide customer service to VA for all questions or concerns related to this requirement. The Contractor shall provide a maintenance return to service level of response with a technician on-site to resolve all failures within eight (8) hours after the VA representative calls the Contractor s technical support number. The contractor shall provide technical support Monday through Friday, from 8:00 A.M. through 5:00 P.M. Central Standard Time (CST). PACS and/or CCTV operating systems must be fully functional upon completion of service call. The contractor shall perform maintenance services Monday through Friday during normal business hours, 8:00 A.M. through 5:00 P.M. CST, and the contractor shall start no later than 1:00 P.M. CST. For outdoor surveillance camera repair and/or replacement, a boom lift will be required to access the cameras after business hours. Outdoor surveillance cameras are an estimated 20-25 feet high on light poles in the parking lot. After business hours repair or services may be required by the Government. This shall be effective during non-business hours. Response time is four (4) hours. Service will generally be requested by a service ticket signed by the COR; however, the CO or COR may designate in writing other Government employees and/or contractors authorized to request services and sign service tickets. The CO, COR, or other designated Government representative may direct the contractor to perform the work during Holidays and outside of normal, 8:00 A.M. through 5:00 P.M. CST, business hours. The Contractor shall advise the COR of potential delays in completion of any aspects of the repair and provide recommendations on actions necessary for keeping the task on schedule. The Contractor shall perform semiannual preventive maintenance on the PACS and CCTV systems during the contract maintenance period. This shall include the manual inspecting and testing of all PACS and CCTV components with inspection/testing reports on a regular basis in accordance with manufacturer recommendations. Also, the maintenance shall include site visits required to modify or replace any component of the PACS and CCTV system. The contractor shall provide to the VA Security Officer or COR, a site visit report listing all updates and corrective actions. The contractor shall verify the operation of the systems with VA Security or COR upon completion of work. The contractor shall repair or replace any PACS and CCTV equipment, see equipment list below, as necessary to keep equipment fully functional and operating in accordance with manufacturer s specifications. The contractor shall ensure that all PACS and CCTV equipment is properly configured and setup to achieve internet connectivity for all AITC servers connected to the PACS and CCTV system. EQUIPMENT LIST Complete access control, alarm monitoring, and photo imaging system located at the AITC includes the following: (QTY) Product / DESCRIPTION (2) Main (head end ) / server computers and all connected accessories (such as a UPS, printer & etc.). Server located in computer room 134. (13) Operator interface computers and all connected accessories (such as a UPS, printer & etc.) (1) Badge issuing station equipment (Nisca PR5100 card printer). Network components (hubs, boosters, cabling & etc.) All access control software (C-Cure 9000) and related modules or applications for eight C-Cure workstations and PIV computers (50) All Software House iStars panels (30) All Power Distribution Units (PDU s) (158) custom-built keypad readers. (110) HID Badge Readers. (35) HID Badge Readers with keypad. (165) Electric Door Strikes. (110) Magnetic Door Locks. Complete surveillance camera control system includes the following: (5) Avigilon Video Edge NVR with storage system and (5) station operator computers. Cisco switchers. AD Camera Controllers. (150) Avigilon HD Cameras (2) Dell Computer Servers (10) Cisco switches Note: Contractor shall field verify all equipment count. PROJECT MANAGEMENT CONTRACTOR PROJECT MANAGEMENT PLAN The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tools to be used in execution of the contract.  The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.  The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the PoP. Deliverable: Contractor Project Management Plan REPORTING REQUIREMENTS The Contractor shall provide the COR with Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Week. The contractor shall keep detailed comprehensive records of all maintenance and repair. Records shall include all equipment that has been replaced. The contractor shall submit records monthly to the COR. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. Deliverable: Weekly service log. The service log data shall include the following: What type of work (Inspection, Service, Repair) What was serviced (Door number or Camera Number, serial number of part) When the work was started When the work was completed Status of the work (completed, still in progress, waiting on parts) What technician performed the work. Monthly Progress Report The monthly report shall include the following: Description of services calls completed Open issues or concerns Record of equipment that has been replaced Summation of weekly reports CONTRACTOR GENERAL REQUIREMENTS The contractor shall maintain a current license and/or license agreement with Software House. The contractor shall be C-Cure 9000 and Avigilon Camera/computer server certified. Contractor must be Enterprise Software House Dealer/Distributor Must a Software House Trained, Master Enterprise technician on staff for this contract at all times. The contractor s technicians shall have at a minimum of five years relevant experience working with integrated electronic access control and CCTV systems of similar complexity. The contractor s employees shall be able to pass a criminal history background investigation by the AITC Security staff and VA Security and Investigation Center. The contractor s employees shall be legally able to work in the United States. GENERAL REQUIREMENTS ENTERPRISE AND IT FRAMEWORK VA TECHNICAL REFERENCE MODEL The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM. VA Point of Contact: Aaron Waltersdorff
[email protected] 512-981-4469