Performance Work Statement (PWS) Security Systems Preventive Maintenance, Repair Service, and Support Albany Stratton VA Medical Center Albany, New York 1. Background The Albany VA Medical Center seeks to procure a contract for software, technical services, maintenance, repairs, and upgrades for its integrated security infrastructure. This includes the Milestone Video Surveillance System (VASS), Lenel Physical Access Control System (PACS), Lynx Keyboard Alarm System, Traka Key Control System, and the Zenitel AlphaCom Intercom system. The purpose of this contract is to: This contract ensures the reliable operation and timely service of the VAMC-Albany Security Systems Infrastructure, explicitly addressing the upkeep and repair of security, surveillance, access control, and intercom devices. 2. Scope of Work The Contractor must support and maintain the existing integrated security infrastructure, which includes the Milestone Video Surveillance System (VASS), Lenel Physical Access Control System (PACS), Lynx Keyboard Alarm System, Traka Key Control System, and the Zenitel AlphaCom Intercom system installed at the Albany Stratton Medical Center. The contractor must manage a service request response system for maintenance requests. Before conducting any work at the Albany Office, the contractor must employ maintenance personnel who are trained and certified in the use and operation of all security, access control, and video surveillance equipment located within the facility and listed in Appendix B. The contractor must provide preventative maintenance and repairs supporting the Albany VAMC Medical Center's integrated security infrastructure at 113 Holland Avenue, Albany, New York. The contractor must provide all necessary resources to maintain and repair the existing systems, including labor, supervision, equipment, tools, materials, supplies, travel, and transportation required for system maintenance and repairs. Repair and replacement parts must be included. Systems functionality must 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. Only when repair is not possible during a service call can a loaner (or equal) part be used to regain system functionality. 3. Service Requirements a. Standard Service Calls: - Acknowledge service calls within 4 hours. - Respond and restore service within 2 days. - Regular business hours: Mon Fri, 8:00 am 5:00 pm. b. Emergency Service Calls: - Acknowledge within 4 hours. - Respond and restore service within 8 hours. - Applicable 7 days/week. c. Preventive Maintenance: - Quarterly preventive maintenance is performed during weekday business hours. - Must include system inspection, cleaning, adjustment, battery testing/replacement, hard drive checks, firmware/software updates, and final test runs. Due to the contract's required response and repair times, vendors must utilize technicians who dispatch from a work site or base location with available resources and equipment within a 60-mile radius of the Albany Stratton VAMC. Work performed by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled government operational activities. 4. Specific Tasks and Deliverables The contractor must obtain all necessary equipment, parts, and manufacturer's specifications and create as-built drawings to manage the facilities' existing integrated security infrastructure, maintenance, and repair as required. See the equipment list in Appendix B. The contractor must provide the Government COR with the Contractor s technical support number and one Point of Contact (POC) for service and account representation. The POC must provide customer service to VA for all questions or concerns related to this requirement. The contractor must perform maintenance services and repairs Monday through Friday during regular business hours, 8:30 A.M. through 5:00 P.M. EST, and must commence no later than 1:00 P.M. EST. The Contractor must advise the COR of potential delays in completing any aspects of the repair and provide recommendations on actions necessary to keep the task on schedule. The Contractor must perform quarterly preventive maintenance on all listed systems during the contract. This must include manual inspection and testing of all systems, with inspection and testing reports regularly updated in accordance with manufacturer recommendations. The maintenance must also include site visits to modify or replace any system component. The contractor must provide the COR with a site visit report listing all updates and corrective actions. The contractor must verify the operation of the systems with the COR upon completion of work. The contractor must repair or replace any equipment (listed in Appendix B) as necessary to ensure it remains fully functional and operates according to the manufacturer s specifications. To maintain proper operation, the contractor must ensure all system equipment is configured correctly. Furnish all labor, tools, certifications, safety gear, software, replacement parts, and plenum-rated cabling. The Contractor must maintain an on-site inventory of replacement parts suitable for the security equipment. Replacement parts are included at no additional cost to the Government. All replaced equipment is the property of the VA and must be provided to the Contracting Officer s Representative (COR) when deemed necessary. Open a Vendor Credentialing Service (VCS) account and comply with VA background check and access procedures. Perform monthly preventive maintenance (PM), including maintaining and creating full backups of the SQL server databases, updating and maintaining Windows Server software, and installing security patches and updates to the security system software and hardware. Provide necessary software and hardware upgrades, as well as reprogramming, to maintain compliance with the VA Technical Reference Model. Maintain support service agreements and yearly device licensing for the following, as listed in Appendix A Lenel S2 Software Support Agreement and device licensing Milestone Software Support Agreement and device licensing Traka Yearly Software License for three cabinets Lynx Software License The contractor must provide technicians with up-to-date certifications: Lenel LCA, LCP, LCE, LCDA, Milestone, Zenitel AlphaCom. Provide 600 on-site labor hours annually, including at least 40 PM hours each quarter. Any unused hours will be credited back to the Government as funds available for purchasing security equipment. This audit and credit will occur monthly. The contract must include provisions for the new installation of PACS or VASS. a. New access controls for three doors are installed per year. Typical installation as an example: Solid wood door, BEST cylindrical or mortise electrified lockset, pivCLASS reader, LNL-1320 Series 3 Dual Reader Interface Module, cross-drill door, 24V Power supply cabinet with battery backup, door position sensor, request to exit, 200 feet of composite cabling. b. New camera installation for three locations per year. Typical VASS installation as an example: Hanwha QNV-7022R 4MP Network IR Vandal-Resistant Camera, with Cat6 wiring typically under 100 feet to a network switch. Provide an equipment fund paid for by the contract to include frequently used items such as HID iCLASS Proximity Cards, HID iCLASS Proximity FOBS, and HID FARGO Ribbon Consumables for the HID FARGO DTC4500e printer. Typical annual equipment failure rates: Cameras: 4 POE Injectors: 4 POE Surge protectors: 5 PIV Card Readers: 6 Door Locksets: 4 24V Power Supplies: 5 Door Relays: 6 Wall/Computer monitors: 2 5. Government-Furnished Resources None 6. Reporting Requirements Quality Control: Quality Control is the responsibility of the Contractor. The Contractor is responsible for delivering quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements). The Contractor shall develop, implement, and maintain a Quality Control Program (QCP) to ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). Quality Control Program. The Contractor shall develop, implement, and maintain an effective Quality Control System, a written Quality Control Plan (QCP). The QCP shall implement standardized procedures and methodologies for monitoring and documenting contract performance to meet all contract requirements. The Contractors QCP shall contain a systematic approach to monitor operations to ensure acceptable services, supplies, and products described in the contract are performed at or above the standards defined in the PWS and Performance Requirements Summary (PRS). The Contractor shall submit their QC Plan no later than (NLT) 10 days after contract award and within five (5) days of any proposed changes. The QCP shall be submitted by the contractor to the Contracting Officer (CO) and Contracting Officer Representative (COR) if it was not already furnished as part of the initial proposal/award package. QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the QC Plan, the contractor shall receive the Contracting Officer s approval in writing of any proposed change to their QC system. The Contractor s QCP shall be incorporated into and become part of this contract after the CO/COR has accepted the plan. Proposed changes made after CO/COR acceptance shall be submitted in writing through the COR to the CO for review and approval before implementing any revision. The Contractor s QCP shall be maintained throughout the contract's life and shall include the Contractor s procedures to routinely evaluate the plan's effectiveness to ensure the Contractor is meeting the performance standards and requirements of the contract. Contractor s organizational and management structure, titles, responsibilities, and qualifications, work, and quality control verification. A comprehensive program to plan and deliver quality services/supplies described in the contract, prioritize services, and concentrate on the most essential services identified in the Performance Requirements Summary (PRS). Describe a method, acceptable to the Government, of identifying deficiencies in the quality of service performed under the contract before the level of performance becomes unacceptable. Describe a method for preventing and addressing processes for corrective actions without dependence upon Government direction. Contain specific quality control techniques for contract services or supplies identified in the PRS. An established inspection system covering all services required by the contract. The plan shall specify areas to be inspected on both a scheduled and unscheduled basis, as well as the title of the individual who will do the inspection. Maintain a system to examine their subcontractor services and products to ensure compliance with contract requirements and applicable laws and regulations. Specify tasks or areas to be inspected on a scheduled or unscheduled basis, and how inspections will be conducted. The contractor shall provide a current list of all titled positions, the names of the incumbents who will perform the inspections, and the percentage of the work that will be inspected regularly. The contractor shall keep records of all inspection files conducted by the contractor and the necessary corrective action taken. The contractor shall maintain documentation of all contractor quality control inspections and corrective actions throughout the term of this contract. The QCP shall have a customer comment processing system to correct Contracting Officers Representative (COR) validated comments received via email. The system should be designed to provide feedback to the Government based on customer contact, investigation of derogatory comments, rebuttal to derogatory comments, or corrective action(s). Non-Conformance Report (NCR). When the Contractor's performance is unsatisfactory, a Contract Discrepancy Report (CDR) will be issued. The Contractor shall reply in writing within five (5) workdays from the date of receipt of the CDR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to prevent recurrence. Quality Assurance: The COR will evaluate the Contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the COR must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance. Clauses of FAR 52.246-1, Inspection of Supplies -Fixed Price and FAR 52.246-4, Inspection of Services -Fixed-Price shall be followed as an assisting means of determination for the quality of worked performed. Contractor shall submit field service reports to the COR, including: Arrival/departure times Equipment serviced (type, model, serial) Maintenance details Parts replaced Duration of Service The contractor shall provide monthly audit reports of man-hours utilized for the month and current equipment fund balances. The report must include an itemized list of equipment purchases. It is due on the 15th of the month for the prior month of service. 7. System Modifications Any proposed system changes must be submitted in writing to the COR. Approved modifications must be reflected in updated operations and maintenance documentation. 8. Qualifications Service personnel must: Hold technician certifications with Lenel, Milestone, and Zenitel Stentfon Microsoft Certified: Windows Server Hybrid Administrator Associate. Understand VA policies for safety, emergency response, and facility procedures. Provide qualifications and job descriptions before service initiation. 9. Place of Performance Stratton VA Medical Center 113 Holland Avenue Albany, NY 12208 SPECIAL NOTE: Albany Stratton s Integrated Security System and all of its components, including servers, are not accessible via REMOTE connections of any type. ALL services MUST be performed ONSITE. 10. Period of Performance The performance period must be 12 months, with four 12-month optional periods of performance. Base Year + Four (4) optional one-year renewals at government discretion There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, five (5) are set by date: New Year s Day January 1, Juneteenth June 19, Independence Day July 4, Veterans Day November 11, Christmas Day December 25, If any of the above dates falls on a Saturday, then Friday must be observed as a holiday. Similarly, if any of the above dates falls on a Sunday, then Monday must be observed as a holiday. The other six (6) are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November 11. System Inventory Attachment B 12. Software Licenses Attachment A Attachment A System Software Required to be maintained: Annual Licenses to be supplied: Micro Technology Lynx: Standard 7.24.09.1 Albany VA Medical Center LYNX-702283 Expiration Date: 7/1/2026 10,000 Lynx Guide Server Seats 4000 Lynx KeyPro Seats 10 Lynx Messenger Pro seats 10 LynxIcon Pro seats Milestone Care Plus Service Agreement XProtect Expert 2023 R2 Expiration Date: 1/30/2026 SLC: M01-C02-232-01-6C4267 Device licenses 261 used out of 304 Lenel S2 OnGuard Enterprise Software Support Agreement Expiration Date: 9/30/2025 Product version 8.1.639.468 Dongle ID 86170 Traka Annual Software License TrakaWeb ver 4.1.3 Software Expiration Date: 1/9/2026 3 Key Cabinets Customer Code: 12280 Zenitel AlphaCom Core 17 Stations in license 8 in use Attachment B 1 Performance Requirements Summary (PRS) System Hardware Access Control Lenel OnguardS2 1 Server Dell EMC PowerEdge R740 5 Workstations (Client Computers for Alarm Monitoring and Administration) 12 Lenel Advanced Dual Reader Controller Board LNL-X4420 10 Lenel-3300 Intelligent System Controller (old Series 1 and 2) 1 Lenel x3300 Intelligent System Controller (series 3) 6 Lenel x2220 Intelligent System Controller (series 3) 68 Lenel LNL-1300 Single Reader Interface Module 98 Lenel LNL-1320 Dual Reader Interface Module 87 Lenel 2020 Magnetic Stripe readers 162 pivCLASS RK40-H Weigand PIV card readers Video Surveillance 3 Husky IVO 1800R Video Recording Servers- 288TB each 277 Cameras 1 out of service Wisenet PNM-9084RQZ1 62 Wisenet PNM-7082RVD 2 Axis P3346 58 Axis P3225-LVE Mk II 2 Wisenet PNM-7002VD 47 Axis Q1615 MK ii 1 Wisenet XNV-C6083R 47 Axis P3715-PLVE 1 Wisenet XNP-6400 12 Axis P3215-V 1 Axis M5525-E-PTZ 7 Axis Q6042-E PTZ 1 Axis Q3617 6 Axis Q1614 1 Axis P3364-L 6 Axis Q6044-E 1 Axis P3717-PLE 4 Axis P1377 1 Wisenet QND-8010R 3 Axis P1378-LE 1 Axis P3245-V 3 Axis P3367 1 Axis Q6075-E PTZ 3 Axis P3727-PLE 1 Axis M3025 2 Axis P5635-E-Mk ii 1 Axis M3066-V 2 Attachment B 2 Traka Key Control System Database stored on Lenel Server as SQL Table Front End Running on Dell Precision Tower 5510 Clients run on Workstations shared with Lenel, 5 Workstations 1 60- Position Electronic Key Cabinet 1 120- Position Electronic Key Cabinet 1 40- Position Electronic Key Cabinet Zenitel AlphaCom Intercom System AlphaCom XE1 Audio Server with HD Voice Web Client AlphaWeb XE 5 Intercoms 3 Desk Stations Lynx Keyboard Duress Alarm System Lynx Server is maintained on a VA Virtual Server Lynx Clients installed on all Albany VAMC computers Balance Total Used Balance LynxGuide Server Seats 10000 5226 4774 LynxKeyPro 4000 2606 1394 LynxMessengerPro 10 0 10 LynxIconPro 10 0 10
