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Department of Veterans Affairs (VA)
Veterans Benefits Administration (VBA)
Statement of Work (SOW)
Physical Access Control System (PACS) Preventative Maintenance
SCOPE:
The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration (Insert VBA Regional Office name here)
PLACE OF PERFORMANCE / HOURS OF OPERATION:
(Insert VBA Regional Office address here)
Normal Business Hours are (Insert hours of operation here)
Work at the site will not take place on Federal Holidays or weekends.
If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours.
Contractor shall contact the facility Point of Contract (POC) at least one hour prior to arrival at the station by calling the POC s direct extension.
PERIOD OF PERFORMANCE:
The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer.
Government Furnished Equipment: N/A
Definitions:
5.1 Business days Monday through Friday excluding Federal Holidays
POST AWARD MEETINGS / PROGRESS MEETINGS:
The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government.
CONTRACTOR QUALIFICATIONS:
The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for (state the currently installed PACs System here) for the duration of the contract term.
PREVENTATIVE MAINTENANCE:
The Contractor shall provide services required under this contract within normal business hours except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC.
Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List.
Equipment List: (Complete the following table for all equipment that requires maintenance)
Equipment Inventory List
Item No.
Part Number:
Description:
Serial Number:
Quantity:
Location:
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Four (4) times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment.
Four (4) times a year (quarterly) - Perform back up of the system database.
Four (4) times a year (quarterly) Conduct software maintenance and functionality tests to include installation of software & firmware updates / patches to all equipment.
Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government.
Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system.
Maintenance inspection shall include but not limited to:
Operational testing of all PACS equipment.
Load Testing of all power supplies and back-up batteries in all systems,
Cleaning and adjusting of all equipment
Checking equipment for loose mountings or connections, adjusting electric locks, etc.
PREVENTATIVE MAINTENANCE REPORTING:
Within five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:
Name of Employee/s providing services
Date and time of service
Operational test results to include but not limited to access control doors/panic buttons.
All deficiencies shall include type, location, part number, test results, itemized quote for repair and estimated duration of recommended repairs.
Results of power supply and back-up battery tests.
All deficiencies shall include type, location, part number, test results itemized quote for repair and estimated duration of recommended repairs.
Equipment Adjustments.
List, locations, part numbers, and adjustments made.
System database back-up.
Date and time of back-up.
Software maintenance / function check.
Software manufacturer s name, software name, software version prior to update, software version after update.
Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
CONTROLLED POWER OUTAGES:
The Contractor shall perform as part of Preventative Maintenance two (2) scheduled Controlled Power Outages per period of performance whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation.
The first controlled power outage shall take place within 60 business days of the period of performance start date. The second inspection will take place within six (6) months after the initial outage, unless otherwise approved by the facility POC.
Report:
Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:
Name of Employee/s providing services
Date and time of service
Results of power outage, to include deficiencies
Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.
In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included two (2) for each priced period of performance.
EMERGENCY INSPECTION SERVICES:
The Contractor shall provide emergency services inspections that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment.
Contractor shall respond to Government calls for emergency services throughout the period of performance. The contractor shall be available to respond to service calls 24 hours a day, 7 days a week, 365 days a year.
Emergency services must be initiated, by the contractor, within 8 hours of the Government service call unless otherwise specified by the facility POC.
Contractor shall provide an estimated quantity of six (6) emergency services per contract year.
Contractor shall submit a report to the facility POC, within 48 hours of the emergency service, outlining at a minimum:
Date/time of service call and inspection
Duration of inspection
Location where services were provided (floor, room, address etc.)
Description of services provided
If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum:
Location of repairs needed
Description of proposed repair(s) or maintenance service(s),
Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance
Estimated duration for the repair(s) or maintenance to be completed.
OPTIONAL TASK UPGRADE:
Optional Task Upgrade (Major Version Changes): Installation of all Government selected Software version UPGRADES (major version changes) to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer. Version upgrades shall include all patches and updates provided to the Government Provided means downloaded, installed & configured, by the contractor, onto applicable PACS computer/equipment. The Government reserves the right to unilaterally exercise the applicable line-item to exercise this optional upgrade task.
Upon exercising the optional Upgrade task line-item the contractor shall complete the installation within 120 calendar days of contract modification.
Within five (5) business days of the completed upgrade, the Contractor shall prepare and submit to the facility POC an electronic report including but not limited to:
Software manufacture s name
Software name
Software version prior to the upgrade and software version after the upgrade
Date and time of upgrade
Technician/s preforming the upgrade.
SECURITY:
All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C.§552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6. See attached VA 6500.6 Appendix C which is incorporated in the resulting task order to ensure appropriate security controls are in place.
Contractor Personnel Security
Any individual who requires access to the VA site(s), personally identifiable information (PII) and/or access to VA local area network (LAN) systems shall be the subject of a favorable fingerprint check (SAC) adjudicated by VBA Personnel Security Office (PERSEC). Individuals are required a background investigation and must receive a favorable adjudication from the VA Personnel Security and Adjudication Center (PSAC). These requirements are applicable to all sub-contractor personnel requiring any Background Investigation (BI) conducted by Defense Counterintelligence Security Agency (DCSA).
The level of BI will be in accordance with VA Directive 0710 dated June 4, 2010 and is available at http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FTyp.
Background Investigation: The Contractor employee level of BI required for this effort is:
Low Risk (T1) Security Employees
Moderate Risk (T2) Managers and Directors
Note: The position sensitivity should reflect the results from the completion of the PDAT versus the title of the individual.
Investigation Documents: Immediately after contract award, the COR will provide the Contractor with the following background investigation documents to be completed by the Contractor and returned thru the COR to VBA PERSEC to begin the background investigations process for all contract employees working on the contract who will have access to VA/VBA facilities, VA systems, or privacy data:
Background Investigation Request Worksheet
Optional Form 306 Declaration of Federal Employment
VBA Contractor Fingerprint Request Form
VA Form 0710 Authorization for Release of Information Fair Credit Report (if T2 or higher)
(SC) Self-Certification Form (if applicable)
VA Form 0711 Request for Personal Identity Verification Card
SIC Contractor Background Request Form (unsigned)
Submitting Completed Package: Upon receipt of documents listed in above from the COR, the COR will submit the background investigation package to VBA s Personnel Security Specialist. Upon notification of favorable fingerprint results, the COR should request the official VA email account and will be notified of all background investigation requirements preventing the Contractor from an immediate onboard. Thereafter, the Contractor shall receive an email notification from DCSA including detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. e-QIP is an online, internet accessible system, where the Contractor employee shall complete the security questionnaire required for OPM to process background investigation. Once the e-QIP is released by VBA PERSEC, scheduled by OPM, the Contractor may begin work while the background investigation is ongoing.
Reciprocation: Contractors who have current favorable background investigation previously conducted by OPM or DCSA may be accepted through reciprocation. When a previous personnel security clearance is currently held, it does not preclude the Contractor form submitting a complete Background Investigation Package as stated above to the COR immediately after contract award for all Contractor employees who will be working on the contract.
Pre-Screen: The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S., and are able to read, write, speak, and understand the English language.
Contractor Performance: Contract performance shall not commence before:
The VBA has confirmed favorable fingerprint results, or
PSAC confirms that it has received the Contractor s investigative documents,
The documents are complete, and that the background investigation information has been released to OPM for scheduling of the background investigation, or
VBA or the PSAC has confirmed that the verified investigation will be reciprocated.
Copy of Certificate of Investigation (COI): The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified, of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply, the Contractor personnel security requirements may result in termination of the contract for default.
Responsibility: The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident.
Vendor Selection: Should the Contractor use a vendor other than OPM or DCSA to conduct background investigations, the investigative company must be certified by OPM/DCSA to conduct Contractor background investigations. The Vendor Cage Code number must be provided to the VA PSAC, which will verify the information and conclude whether access to the Government s site(s) and/or VA LAN systems can be granted.
Investigative History: The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or DCSA.
Government Responsibilities:
After the VBA PERSEC has quality controlled the BI package from the Contractor, the VBA PERSEC will send a courtesy e-mail notification to the Contractor and the COR identifying the e-QIP email from DCSA including detailed instructions regarding completion of the BI application process and the level of background that was requested.
Upon receipt of required background investigative documents, VBA PERSEC will review the background investigative documents for completion and initiate the background investigation by forwarding the background investigative documents to OPM to conduct the BI. If the background documents are not complete, VBA PERSEC will notify the Contractor and COR of deficiencies and include corrective instructions.
VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance.
The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the BI has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.
Training
a. All Contractor and sub-contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:
Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems.
2) Successfully complete any cyber security and privacy training as required for VA personnel with equivalent information and/or system access.
b. The Contractor shall provide to the Contracting Officer a copy of the training certificates and signed Rules of Behavior for each applicable employee within one week days from the date TMS access is granted and annually thereafter, as required. These online courses are located at
https://www.tms.va.gov/learning/user/login.jsp.