J063--Sources Sought Notice Physical Access Control System Preventative Maintenance

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, (Security Systems Services (except locksmiths) with a size standard 25 million dollars. The Department of Veterans Affairs (VA), is seeking to identify any vendor capable of providing Preventative Maintenance Services to the existing

Physical Access Control System located at the New York, NY Regional Office per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 4:00 PM EST, 19-Oct-2023. All responses under this Sources Sought Notice must be emailed to Joshua.Gallien@va.gov with Sources Sought #36C10D24Q0009, NY PACS Preventative Maintenance in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): (Please Provide Applicable Contract Number) ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in the SBA Veteran Small Business Certification (VetCert) Veteran Small Business Certification (sba.gov). BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 DRAFT STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 (DRAFT STATEMENT OF WORK) VBA Regional Office NYRO 306 PACS CONTROL SYSTEMS MAINTENANCE AND SERVICE I. PURPOSE: This purpose of this Statement of Work is to provide a preventative maintenance and services of the currently installed Physical Access Control System. Video security surveillance systems & PIV card readers (cameras, monitors, controlling equipment, video recorders, cabling and other associated components/equipment) located at the VA New York Regional Office located in 201 Varick Street New York, NY 10014. This work will be accomplished through the vendor field inspection of the facilities, assessment of conditions, quantity, locations of the existing components of the video security surveillance systems and production of deliverables noting deficiencies and corrective, replacement, and additions required for complete systems in accordance with VA Physical Security Manual, Section 10.6. Physical Security and Resiliency Design Manual. dmPhySec.pdf (va.gov) II. SCOPE OF WORK: The contractor shall provide all labor, materials, supplies and/or services necessary to conduct a high-level assessment of the video and card reader security surveillance systems, to include assessment of the conditions, quantities, and locations of the existing components of the video and card reader security surveillance systems. The components of the video security surveillance systems shall include the cameras, monitors/monitoring systems and other devices installed as part of the complete video security surveillance systems. The assessments shall identify equipment, equipment location/s and if needed corrective actions, quote broken down into parts and labor costs required for complete reliable video security. The location of the NYRO PACS system is room 4E35.01, hardware components are listed below. Hardware Components: A. Lenel OnGuard. Controllers LNL-4420X 1. LNL-1320 2. Power Supplies i. AL1012ULXB (Regulator) 3. AL1024ULXB (Regulator) 4. ACM8 (Distribution) 5. PDS8 (Distribution) 6 VR6 (Distribution) B. Milestone CCTV a. Cameras Axis M3066-V 1 Axis P3245-V 2. Axis M3058-PLVE C. Airphone IP Intercom a. Master Stations i. IX-MV7-HB 1. Door Stations i. IX-DVF D. IDS a. Alarm Panel i. DMP XR-550 1. Duress Buttons i. Honeywell 269-R 2. Wireless Transmitters i. DMP 1101-W 2. Motion Detectors i. DMP 1126-W 4. Wireless Repeaters i. DMP 1100-R 5. Wireless Receiver i. DMP 1100-XH E. PIV Card Readers. Veridt OSDP/RS-485 PIV readers at every security point - Stealth Series, PN: 900W2026 - Stealth Series, PN: 900W2027 Database F. Lenel OnGuard Server a. Microsoft SQL 2019 (Standard) G. Milestone CCTV Server a. Microsoft SQL 2019 (Express) H. The EntryPoint enrollment engine/software. Version 5.8.5.9607. The database for this component is installed and configured on the Lenel OnGuard Server. The client for this is installed on the enrollment workstation in the PIV office. Requirement & Task Performance Standards Quality Standards: The Contractor shall ensure that all security system equipment continuously operates at an optimal level of performance. Optimal is defined as fully functional in accordance with the equipment manufacturer s recommended maintenance requirements and/or repair services necessary for the overall security system to operate at its maximum level of capabilities. It is the Contractor s responsibility to have familiarity of the security system equipment, the equipment manufacturer s recommended maintenance requirements, and instructions pertaining to optimizing equipment performance and realizing the full capabilities of the equipment. The Contractor shall have all applicable licenses by the State of New York to perform all services specified in this SOW. All work shall be performed by Contractor personnel specifically qualified and trained to work on the specified equipment. Within 10 calendar days of the award date of the contract, the Contractor shall forward to the Contracting Officer and POC proof of all applicable State of New York licenses and any other certifications or documentation of qualifications of Contractor personnel who will perform services under this contract. The Contractor will be responsible for ensuring those employees applicable licenses and certifications remain current. Any changes to personnel shall be reported to the Contracting Officer in writing as they occur. All work shall be accomplished in conformance with the approved and accepted standards of the Security System trade industry; equipment manufacturers; local, state, and federal standards; all applicable building and safety codes; and the National Electrical Code. The GSA FIPS 201 Evaluation Program defines product categories for the FIPS 201 APL as required to implement the mandates in OMB Memoranda M-05-24 and M-06-18. For the avoidance of doubt, ONLY THOSE PRODUCTS FOUND ON THE GSA APL ARE FIPS 201 COMPLIANT. All approved products can be found on the APL (Approved Products List) at idmanagement.gov The components of the PIV card reader systems shall include any detailed pertinent description of PACs system. Service should also detail malfunction report of PACS access due to errors with access info on reports. The door/monitoring systems and other devices installed as part of the complete PIV card reader security surveillance systems. The assessments of work if needed shall include the identification of corrective actions, replacement and/or additional equipment/components required for complete reliable PIV card reader security. General Requirements: The contractor shall provide the following preventive maintenance services under this contract: Provide preventative maintenance on a day mutually agreed to by the Government and the contractor for the devices indicated on the Equipment List stated in this Statement of Work. Services shall be performed during the hours of 8:00AM (EST) and 4:00PM (EST), Monday through Friday. (excluding Federal Holidays) 4 times a year (quarterly) - Service and clean cameras. 4 times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment. 4 times a year (quarterly) - Perform back up of the database and overall software maintenance and functionality. Provide manufacturer software technical help desk support and update support as needed. 4 times a year (quarterly) preventative maintenance inspections of the security system. Inspections shall include at minimum: Operations testing of equipment, load testing all power supplies and back-up batteries, cleaning and adjusting equipment, checking equipment for loose mountings or connections, adjusting electric locks, etc. The Contractor shall prepare and submit a preventative maintenance inspection report to the POC TBD within five (5) calendar days after completion of all preventative maintenance inspection. The preventative maintenance inspection report shall include at minimum the name of the Government representative who contacted the Contractor, the date and time contacted, the name of the Government representative who authorized the preventative maintenance inspection, the start and end date of the service, a description of services if any needed to correct any identified problems, and an itemized cost estimate to include all parts and labor needed to preform repairs. A. High-Level Assessment a. Visual inspection of Video Surveillance Systems Equipment/Components to include PIV card readers for door entry and exiting of doors. (Doors that are configured for reader access to exit). i. Indicate equipment/component operational status (working, not working (need replacement), not working (need repair). b. Assess existing equipment/components for compliance with the respective criteria indicated in paragraph B below. c. Overlay equipment/components on VA provided AutoCAD drawings attached to this SOW if needed. i. Existing equipment/components (indicate recommendation of keep and/or replace and provide an itemized cost estimate to include all parts and labor to preform repairs/replacement) ii. Missing equipment/components required by Physical Security Design Manual (indicate new and/or additional, and provide an itemized cost estimate to include all parts and labor to preform repairs/replacement) iii. Budgetary Cost Estimate for recommended replacements, upgrades and/or additions of Security Surveillance Television equipment/components and PIV card readers. B. The basis of the repair assessment , at minimum, existing equipment/components surveyed shall meet any compelling need for the LENEL upgrade model numbers LNL-4420X and LNL-1320 product Version: 8.0.458.0 and adhere to compliance of VA regulations to the Physical Access Control System. Period of Performance (POP): Base year with four (4) annual option years to be exercise at the discretion of the Contracting Officer. C. COMPLETION TIME: Deliverable Schedule: Monday through Friday, 8:00AM (EST) - 4:00PM (EST), normal business hours, (except Federal holidays). Technical support to the users is required Monday through Friday, 8:00AM (EST) - 4:00PM (EST). The normal duty day will consist of eight consecutive hours, performed Monday through Friday, 8:00AM (EST) - 4:00PM (EST) with a one-half hour (30 minute) lunch break. The contractor must be willing and able to adjust to these hours to support the VA s mission. The Contractor shall submit all deliverables to POC at the following address: NYRO 201 Varick street 4th floor, VBA/SSD, New York, NY 10014. Vendor must email proof of service to the following email address below. TBD Timeliness Standards Response Time: If preventative maintenance inspection services are required during non- business hours, the Contractor shall have an emergency service response system. The emergency service response system should be a professional manned telephone answering service available twenty-four (24) hours a day, (7) days a week, three hundred sixty-five (365) per year. The system shall have a robust message notification system, with redundancy with approved, backup notification and power failure protection. Within four (4) hours of Government notification to the Contractor preventative maintenance inspection emergency service response system, the Contractor shall respond in person to the site and perform an inspection service. The four (4) hour response requirement may be adjusted at the discretion of the authorized Government representative requesting service. The Contractor shall complete all preventative maintenance inspections within two (2) calendar days of the original notification and provide an itemized quote to include parts and labor to correct the identified deficiencies. Critical systems response must be completed within 4 hours, to include Telecom and low voltage equipment and Access Control System and Intrusion Detection Systems. The four-hour window of response time from the time of the initial call is a pertinent period to address the security system being down, and to include rebooting and fixing malfunctioning panic alarms. Request for access forms and Proof of service completed must be submitted to TBD. 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: a) Background Investigation Request Worksheet b) Optional Form 306 Declaration of Federal Employment c) VBA Contractor Fingerprint Request Form d) VA Form 0710 Authorization for Release of Information Fair Credit Report (if T2 or higher) e) (SC) Self-Certification Form (if applicable) f) VA Form 0711 Request for Personal Identity Verification Card g) 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: a) The VBA has confirmed favorable fingerprint results, or b) 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 c) 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: a) 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. b) 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. c) VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance. d) 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. Successfully complete any cyber security or 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 30 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