SPECIAL NOTICE
J -- Pegasys P2000 Security Alarm System
- Notice Date
- 11/7/2023 10:50:06 AM
- Notice Type
- Special Notice
- NAICS
- 334290
— Other Communications Equipment Manufacturing
- Contracting Office
- 241-NETWORK CONTRACT OFFICE 01 (36C241) TOGUS ME 04330 USA
- ZIP Code
- 04330
- Solicitation Number
- 36C24124Q0077
- Response Due
- 11/13/2023 2:00:00 PM
- Archive Date
- 01/12/2024
- Point of Contact
- Rosangela Pereira, Contract Specialist, Phone: 401-273-7100
- E-Mail Address
-
Rosangela.Pereira@va.gov
(Rosangela.Pereira@va.gov)
- Awardee
- null
- Description
- The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Providence, RI intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Johnson Controls Inc., for the following requirement: Statement of Work Pegasys P2000 Security Alarm System 1. INTRODUCTION / GENERAL SCOPE OF WORK This service contract specifies that the contractor shall perform security alarm system component inspection and preventive maintenance by providing all components, equipment, labor, and tools, required to perform installation, modification, repair, service, test, and quarterly preventive maintenance (PM) on the Providence VA Medical Center security alarm system located at; 830 Chalkstone Avenue and 20 Regent Avenue Providence, RI 02908-4799. This is a proprietary system developed and manufactured by Johnson Controls, Inc. (JCI) utilizing proprietary components and software. The JCI PEGASYS P2000 software version 3.4 is currently being utilized. This is to include all buildings located at the Providence VAMC campus 830 Chalkstone Avenue, and 20 Regent Avenue, Harwood Campus, Eagle Square, and New Bedford, MA Community Based Outpatient Clinic (CBOC). This is to include all security alarm system components such as: batteries, cabling, conduit, control panels, encapsulated connections, enunciators, power supplies, splices, and wiring connections, whether above or below ground, interior or exterior to buildings on the entire Providence VA Medical Center campus. The general intent of this scope of work is to ensure that the entire (JCI) PEGASYS P2000 security system is performing optimally as was intended by design. Maintaining system integrity and reliability will effectively minimize down time and reduce the cost of ownership associated with the cause and effect of system repairs and services. 2. REQUIREMENTS Qualification of Contractor: In order to maintain compatibility, the contractor must be able to obtain, install and configure (JCI) proprietary components in the event of system failures during emergency and normal maintenance requests. The contractor must have at least (5) years successful experience in maintaining security alarm systems. This is the key requirement to maintain consistency with Johnson Controls, Inc. (JCI) to support the ongoing and expanding PEGASYS - P2000 security system at the Providence VA Medical Center campus. This is critical to the success of this system moving forward. Upon request of the Government, the contractor shall be able to show evidence of his ability, experience, and reliability by providing: A list of personnel who will perform maintenance under the contract showing the length and type of experience of such personnel on Johnson Controls, Inc. security systems Names and addresses of other clients and/or Government agencies All personnel must hold a current state license on low voltage circuits as a minimum to install and work on the Providence VA Medical Center security alarm system. Background Investigations shall be required depending on frequency of access to sensitive areas of the VA Medical Center. Qualification of Scheduled Preventive Maintenance Personnel: The contractor and their sub-contractors shall assign qualified licensed electricians or fire & security alarm technicians to perform maintenance on this system, provided that they have sufficient knowledge of the existing system to include authorized access and all as built drawings for the entire system to accomplish the required maintenance and conform to requirements indicated in this Statement of Work (SOW). Qualified technicians shall be required to pass a full background investigation in order to receive access to VAMC network infrastructure and system component areas of the facility. All contractors and their subcontractors must have their individual card access badges that were issued by VA Police Operations to access the VA Medical Center facilities No exceptions. The VA Medical Center is not responsible for lost, stolen or forgotten card access badges. Any contractor or sub-contractor employees assigned to perform modifications, programming, or repairs on any component of the VA Medical Center security alarm systems shall have the appropriate documentation, licenses, tools, qualifications and the appropriate access level to the system. They must also present themselves in a professional manner while on the VA Medical Center property and be courteous and cautious in a hospital environment. All technicians assigned to this work must have at least (2) years experience performing repair work on field devices and have at least (5) years experience on the Johnson Controls, Inc. PEGASYS P2000 security system components and software to properly and effectively program the security alarm system. The contractor shall furnish the names of technicians that will be assigned to modify or repair the security alarm system in any way by providing number of years experience on the indicated systems, and provide names/addresses of the locations where the technician(s) performed the repair work on these types of systems. The contractor must furnish no less than two names of personnel who will perform repair work. If repair personnel do not meet these minimum qualification requirements, this shall be cause for the VAMC not to accept this contractor s proposal. All contractor replacement personnel assigned to perform maintenance and service must have the previously stated minimum licenses and qualifications no exceptions. The contractor s inspection team shall consist of at least (1) technician with their own cell phone and a laptop provided by the VA Medical Center to acknowledge all alarms. The inspection team shall be able to conduct all inspections independent of assistance from VA Medical Center personnel and shall notify VA Police Operations and the VAMC Operators of their scheduled visit and purpose. At no time shall any device be disabled on the system without prior notice to the COTR and VA Police Operations. All inspections shall be scheduled in advance (48 Hours) for proper notification. All performance tests will be conducted using Service Forms that can be signed off for verification purposes. Failure to meet these minimum requirements will be cause for termination of contract. 3. REFERENCES The security alarm system control panel infrastructure is primarily manufactured by Johnson Controls, Inc. (JCI) having proprietary operating system application software PEGASYS P2000 version 3.4. The security alarm system control panels include internal interface PCB modules intergraded via low voltage signal cable with devices by many other manufacturers such as: Altronics, Bioscript, Hess, HID, Intellisense, Pelco, Safety Technology International (STI), Sentrol, Sentronics, and United Security Products. The primary objective would be to standardize on manufacturer component types in the installation process for consistency in the completion of the security requirements in a particular area. All equipment and individual components of the entire security alarm system (with the exception of field devices) shall be maintained in proper operating condition as specified by the manufacturers down to the component level and in accordance with National Consensus Codes, including NEC and NFPA regulations, all pertinent Veteran s Health Administration Life Safety / Fire Protection Safety Code Regulations, and The Joint Commission requirements. The contractor shall have proven access to original equipment, manufacturer s (OEM) parts manuals and schematics to perform any service at all times. The technicians shall provide their own OEM manuals and schematics, which must be available on site at the time of service or have access to equivalent replacement equipment manuals and cut sheets to perform any and all work on the entire system. All defective components replaced become the property of the contractor and disposal is their total responsibility to include recyclable and non-recyclable batteries. All contractors will supply a current copy of their battery recycling policy which will stay on file with the contracting officer. This is to include all security alarm system components such as: batteries, cabling, conduit, control panels, electronic modules, electronic PCB s, enunciators, monitors, power supplies, wiring, workstations, etc. The contractor shall provide four (4) hours of mutually scheduled training on the proper and safe operation of the equipment. 4. DELIVERY Term of Contract: Normally - One year from date of issue Preventive Maintenance Personnel: (1) Qualified Technician / Visit Preventive Maintenance Visits: (2) Days / Quarter Provision of Maintenance Services: All routine preventive maintenance inspections shall be coordinated and scheduled through the VA Medical Center assigned COTR. A minimum of 48 hours will be required to coordinate a scheduled visit for preventive maintenance inspections. This coordinated effort may be cancelled by the VA Medical Center if unexpected circumstances arise that would impair the mission of the VA medical center or endanger life/safety measures. All tests will be performed at the frequencies specified by the attached sample inspection and testing form indicated in the Test Frequency section of this Statement of Work. Contractor Preventive Maintenance Testing shall be scheduled in advance and in coordination with Clinical and VA Police Services prior to the start of any security system related work at the VA Medical Center. In addition to all access control system component inspection and preventative maintenance, the following is also required (at no additional cost) within the scope of work of this agreement: As described above on-site security service technician (2) full 8 hour days per quarter Upgrades to P2000 Access System proprietary software Upgrades to all Bio/Keypad/Proximity Card Reader & Control Panel firmware/software Quarterly comprehensive system test and inspection reports (Written Document) Update As built drawings for entire system onto media disk (Semi-annually) Hours of Coverage: This Statement of Work Contract covers services to the VA Medical Center security alarm system as specified: 24 hours per day, 7 days per week, and 365 days per year. Response Time: For all VAMC requests, contractor shall provide a phone call-back by a qualified technician within (1) hour of a service request to the COTR, FMS Duty Officer, or VA Police 24/7 365 days per year with no exceptions to this rule. Normal Scheduled Service - Normal Business Hours: 0700 1700 Hours Monday Friday (Excluding Holidays Contractor or VA Medical Center) Emergency Service Outside of business hours requires (4) hour response time Emergency Service, Material and Labor is to be covered under this contract agreement on specified items listed on page 8 of this document. Preventive Maintenance: Scheduled system preventive maintenance shall be performed (2) eight (8) hour days per quarter by (1) dedicated and qualified security system technician who is to follow the manufacturer s specifications on all system components to include: adjustment, battery replacement, calibration, cleaning, electrical connections, electrical safety testing, lubrication, testing and replacement of faulty system components. The contractor shall maintain and test 100% of the entire security system infrastructure: control panels, server(s) and redundant server(s), and workstations each and every consecutive year of the contract through incremental quarterly system servicing. The (8) scheduled maintenance and inspection services do not include material costs in the event of a defective component(s) not covered under this contract unless the component(s) is still under an installation or manufacturer s warranty period. If components covered under this contract at no cost to the VA Medical Center are discovered as faulty or in need of repair while PM testing is being performed the contractor shall provide and repair all components and parts to include: batteries, conduit, electrical connections, electronic circuit boards, electronic modules, electronic sensors, enclosures, enunciators, face plates, monitors, power supplies, which are likely to fail under normal use at no additional charge. The VA Medical Center shall immediately address all issues and achieve corrective action if it is mutually determined that a security system device or component is defective or has failed due to infrastructure assembly to the VA Medical Center. Examples of this clause would be: electrical impulse, damaged door or door frame assembly, dirt, sand or debris, impact, temperature, water, ice, steam or any other extreme environmental exposure to any security system component throughout the VA Medical Center facilities. The server(s), control panels, circuit boards (PCB s inside control panels) and all workstations shall be maintained to include database and image back-ups to desktop and DAT tapes or CD / DVD discs for recovery purposes. Backups will be performed quarterly during each scheduled service visit. Time synchronization will be performed quarterly during each scheduled service visit for all workstations. All Performance Verification Testing (PVT) shall be completed to include a system printout of all tests and results. This will be in a formal copy from the contractor or subcontractor. All security system components tested shall be tested for their individual characteristics and in full compliance with (2) or (4) state device configurations. All components shall be inspected, removed and carefully disassembled for cleaning or lubrication on an annual basis or as indicated by manufacturer s specifications. All batteries shall be identified with professional labels (not hand written in ink) indicating date of installation. All batteries being replaced shall be removed from the VA Medical Center and disposed of properly for certification purposes. The security alarm system equipment and all its components will be returned to the operating condition specified by the manufacturer. Preventive maintenance (PM) will be mutually scheduled in advance with contractor and COTR. These (PM) inspection and tests will be performed at quarterly intervals. Guaranteed Uptime: A guaranteed uptime is achieved if 95% shall be maintained during hours of coverage to date: Uptime % = Productive Time - Downtime x 100 Productive Time Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions. Quarterly inspection reports shall provide the number of hours that the system is shut down or disabled. Parts and services not covered or excluded by contract: No additional work or installation of components will be performed without a quote for the additional work and COR prior approval and a Purchase Order in place specifically for the purpose of performing any additional work or service to also include emergency requests. Emergency requests would be identified as a malfunction of the system which would cause an interruption to the mission, threat to life safety or the prevention of damage to the VA Medical Center. In any event a written deficiency report or service report for authorization of any work or components outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Components that are not covered by this contract will be purchased by the VA Medical Center. The contractor under the terms of this contract shall accomplish the full installation and complete testing of these components in relation to the entire system for contractor and performance verification. All service reports shall identify the system before and after any work is performed. The VA Medical Center in advance may purchase critical components and have them available on sight in the event of an emergency situation for contractor use. It is the intent of this contract to maintain the entire campus security alarm system having drawings and documentation to minimize any interruption of service. The contractor and technicians are solely responsible to maintain the security and full operation of this system as it continues to grow at the Providence VA Medical Center. The service provider is also responsible for following infection control requirements to contain dirt, dust, and debris. Especially where ceiling tiles are to be opened or devices attached to ceiling tiles have to be inspected, tested, or replaced. The contractor or sub-contractor service provider is responsible for the complete containment and clean up after work has been performed in any area or building on the property of the VA Medical Center. The contractor or subcontractor shall provide their own containment equipment and HEPA vacuum to clean up after work has been performed. The intent is to have the area as clean as possible after work has been performed. The list indicated below describes maintained components at No Additional Cost , (within the planned service agreement). In addition, this list is to include all components still under manufacturer and contractor installation warranty periods. Any equipment or component coming out of a warrantee period will be prorated for an additional charge to the end of the existing contract period and or option year and billed separately. This is due to the dynamics of the system expanding over time . Description Model Card Access Panels CK721A Network Controllers Reader Boards Card Readers Electric Strikes Magnet Locks Door Contacts Batteries Badging Stations Card Access Servers Everrun Service Support Software for the Card Access Servers Code Blue Buttons Code Grey Buttons Code Silver Buttons Team 3 Buttons Door Exit Buttons Card Access Keypads Card Access LED LightsCard Access Power Supplies Request to Exit Devices Card Access Sirens Glass Break Devices Motion Detectors Temperature Sensors Intercom Door Stations Intercom Master Stations Every component of the Security System, regardless of its location in or around buildings, interior or exterior, above ground or below ground, date of installation or manufacturing brand, is included in this contract. All items under installation warrantee periods shall be covered at no cost to the VA. 5. PROGRESS AND COMPLIANCE The contractor is required to notify the COR, FMS Duty Officer, or VA Police upon arrival and departure at the VA Medical Center No exceptions. This is to include signing in and out upon arrival and departure with FMS during normal working hours 7:00 AM to 5:00 PM. The contractor badges issued by FMS or VA Police Operations shall be worn at all times while on the VA Medical Center property - No exceptions. After hours, the contractor will be required to sign in and out with the VAMC Police and the FMS Duty Officer shall be notified. Upon completion of any visit, the contractor technician shall provide a clear and legible written field service report to the COR indicating the minimum information: Date of service, Service Ticket Number, Name of Technician, Hours of work completed by indicating start and finish times Location of work performed (Building 1 - 2nd Floor, etc.) Status of security alarm system upon arrival Service performed; (adjusting, cleaning, installing, modifying, replacing, testing, etc.) Status of security alarm system after performing service, list parts installed, modified, removed, or replaced, list any and all discrepancies by highlighting them on the report. In addition, the contractor shall provide copies of preventive maintenance procedures, checklists, and test forms prior to commencement of contract performance work to the Contracting Officer and COR. 6. NOTES AND OTHER INFORMATION Security Alarm System - Disabling of Devices / System Shutdown Procedure: The contractor shall be solely responsible for coordinating and performing all necessary security alarm system shutdowns and turning the entire system back on to normal operation. This is to be performed independent of assistance from VA Medical Center staff personnel. Notification in writing or verbal to the COR at a minimum of 48 hours in advance is the minimum requirement for a coordinated security alarm system shutdown. This notification applies to all contractors, sub-contractors and VA Medical Center employees as to the feasibility of a system shut-down in coordination with possible ongoing construction activities and other VA Medical Center priorities. The contractor is responsible for notifying: COR All specific details Clinical Staff (In area where work is to be performed) General purpose of visit to area FMS Duty Officer For after normal business hours work to be performed Operators - Details of disabled devices and expected false alarms VA Police Details of disabled devices and expected false alarms Contractor is responsible for acknowledging their own produced alarms Notification will be provided before any security alarm system component is disabled or shut down. Notification will be provided after the entire system has been properly restored to its normal operation as was intended by design. No life safety alarm will be disabled without notifying VA Medical Center Contractors and sub-contractors shall not be permitted to leave any: battery, cable, component, control panel, detector, device, enunciator, power supply, sensor module, wire, zone, disabled or disconnected overnight unless extenuating circumstances, such as failure of the system, should occur. In such case the contractor or sub-contractor will establish an ILSM (Interim Life Safety Measures) that are completely approved by the COR and VA Police Operations. Any security alarm system shut down that will exceed (4) hours must be authorized by the COTR or VA Police Operations. TEST FREQUENCY: DEVICE ACTIVITY FREQUENCY Server & Database Backup to CD/DVD/DAT72 Perform Quarterly Transmission Equipment Control Panels w/PCB s Test Quarterly Workstations Access & Time Sync to Server Perform Quarterly 7. RECORDS MANAGEMENT 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. 8. IT CONTRACT SECURITY VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 6. SECURITY INCIDENT INVESTIGATION a. The term ""security incident"" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/ subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/ subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 7. LIQUIDATED DAMAGES FOR DATA BREACHa. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a ""security incident"" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The lik...
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