United States - J--CCTV & Security Camera (VA Police) Pleanned release of soliictation on or about 6/16. 100% SDVOSB Set-Aside

Description

Added: Jun 06, 2019 4:54 pm

Performance Work Statement

as of 5/23/2019

Contract Title:

Services contract to provide full on-site assessment, maintenance, replacement, support, installations and testing of Chillicothe VA Medical Center s (CVAMC) Closed-Circuit Television System (CCTV) and all system components.

Background:

The aging CCTV system located at the CVAMC experiences unexpected service outages and technical difficulties that require specialized service and maintenance. The CCTV system needs to be quickly serviced and to be in good working condition in order to ensure the safety of our Veterans, visitors and our medical staff. The work included in this specification consists of the contractor furnishing all labor, equipment, materials and supplies according to all Federal and VAMC standards and guidelines in order to maintain the CVAMC CCTV system.

For regulation mandated requirements please reference:

Department of Veterans Affairs Physical Security Design Manual (DVA-PSDM) (Attachment A);

National Electrical Contractors Association Standard, NECA 303-2005 (Attachment B);

National Television System Committee (NTSC) and;

Security System Application Matrix (See Attachment C)

Scope:

The CVAMC CCTV needs continual support, monitoring, upgrades and repairs to maintain 100% functionality of the system as outlined in the Specific Task section. The government plans to award a service contract to cover all components including; parts, software, hardware, licensing agreements, labor and submission & close out actions of helpdesk tickets (extension 7234) required to maintain/update/test the system and install an estimated amount of additional cameras under a, base plus four (4) option periods, firm fixed price contract.

Specific Tasks:

Specific Task # 1: At the start of the contract, the contractor will conduct a complete system test assessment for all serviceable components including cameras, database management, server, software and license updates of the CCTV system to maintain full system functionality. The system test shall begin within one month after contract award. This will include:

Scanning

Bar coding

Diagram documentation (plans and drawings):

Location of camera (building/room)

Type of camera

Serial number of camera

Life expectancy of camera

IP addresses

Conduct system performance verification testing to ensure all operations is within industry regulations & VAMC suggested parameters and is fully integrated and working with the existing system

Life expectancy report & condition of components

Provide report identifying projected CCTV replacement schedule for nonfunctioning units

The contractor shall provide all reports of the system test results to the government within seven business days of completion.

Specific Task # 2: The contractor shall repair or replace (with new & not refurbished parts) all serviceable components including cameras, database management, server, software and license updates of the CCTV system in order to maintain full system functionality.

List of current in use cameras (See Attachment)

There are currently 441 cameras (expected to grow by 86 over the five (5) year contract period) and four (4) NVR (expected to grow to six (6)) over the five (5) year contract period.

Specific Task # 3: When requested by the CVAMC due to system failure/malfunction, the contractor shall conduct site visits for maintenance of the system:

Test hardware, software and other components for defective or marginal operation

Repair or replacement of hardware, software and other components not operating within manufacture, industry or VAMC recommended guidelines

When necessary the submission & close out actions of Helpdesk Tickets (extension 7234)

Provide the CVAMC a maintenance report

Conduct system performance verification testing to ensure operation is within the manufacture, industry and VAMC suggested parameters and is fully working and integrated with the existing system

The contractor shall assess the situation on-site and will determine the appropriate action to remedy the problem. If a site visit is determined to be needed, the contractor will provide on-site support. This is estimated to be needed on 40 occasions per year.

Task 3.1: The contractor, should an emergency outage arise in a Critical Area s CCTV system will provide on-site support within four (4) hours to assess the situation to determine the appropriate action to remedy the problem. If the contractor is not able to immediately repair/replacement of any equipment/components/cameras, they will insert a temporary equipment/components/camera in place to ensure that the CCTV system is fully functioning at all times (24/7). The temporary system will be used until the new is available to be installed by the contractor. (See attachment for Critical Area Listing)

Task 3.2: The contractor, should an outage arise in a Non-Critical Area s CCTV system will provide on-site support within 12 hours to assess the situation to determine the appropriate action to remedy the problem. No camera in the Non-Critical Area will be down longer than 24 hours. If the contractor is not able to immediately repair/replacement of any equipment/components/cameras, they will insert a temporary equipment/components/camera in place to ensure that the CCTV system is fully functioning. The temporary system will be used until the new is available to be installed by the contractor. (See attachment for Non-Critical Area Listing)

(Note that the VAMC Office of Information and Technology (OIT) does not allow contractors to remote into the system for diagnostics. Therefore, contractor on-site support is required.)

Specific Task #4: The contractor shall perform one (1) complete system test annually, or otherwise recommended by manufacturer, to confirm all systems are functioning correctly. Section 8.2, DVA-PSDM, recommends a test of systems, devices & equipment not less than annually. (This is in addition to the test performed in Task #1).

Specific Task # 5: The contractor shall perform annual system cleaning and general upkeep services on the entire CCTV system to maintain full system performance and functionality.

Camera lens cleaning and adjustments

Visual inspection & operational test of the covered components to ensure operation within manufacture suggested performance parameters

Conduct system component performance verification testing to ensure operations is within the manufacture, industry and VA suggested parameters and is fully integrated with existing systems

Ensure cable pathways & labeling schemes meet standards as prescribed by the Electronic and Telecommunications Industry Alliance (EIA/TIA) and installation meets local and VAMC building code requirements

Test hardware components for defective or marginal operation

Repair or replacement of hardware components not operating within manufacture suggested parameters

When necessary the submission & close out actions of Helpdesk Tickets (extension 7234)

Provide reports for:

Life expectancy & condition of components

Identifying projected CCTV replacement schedule for end-of-life-cycle for all serviceable components including cameras, database management, server, software and license updates of the CCTV system to maintain full system functionality.

Specific Task # 6: The contractor shall deliver annual reports to CVAMC:

Conduct system performance verification testing report to ensure all operations is within the manufacture & VAMC suggested parameters and is fully integrated and working with the existing system

Provide a training report indicating VAMC staff operators trained, date of training, training program of instruction and system operator manuals used

Equipment life expectancy report & condition of components

Provide report identifying projected CCTV replacement schedule

Diagram documentation (plans and drawings):

Location of camera (building/room)

Type of camera

Serial number of camera

Life expectancy of camera

IP addresses

Specific Task # 7: The contractor shall provide hardware/software support/updates for the equipment/components covered under the list located in Specific Task # 2, 3, 5, 7, 8 & 9. This task shall include all new hardware, software and NVR updates that come available to maintain the system at 100% functionality.

Current Software/Hardware in place:

EXACQ VISION

Software Support Agreement (SSA)

Site Service Agreement (SSA)

License Plate Recognition (LPR) software

Firmware updates

Network Video Recorder (NVR)

Will comply with all applicable industry security regulations and operational updates

Specific Task # 8: All labor, equipment, cameras and parts to allow for a number of additions to the existing system on an annual basis as outlined below by option period (estimated):

Option Period # 1 35 Camera Installs

Option Period # 2 20 Camera Installs

Option Period # 3 11 Camera Installs

Option Period # 4 10 Camera Installs

Option Period # 5 10 Camera Installs

No installs under this specific task shall take place in an area that is farther away from an VA data switch than 300 feet. Per VA requirement, all camera connections to switch will be made with CAT6 ethernet cable. If needed, the contractor will be responsible for any additional CAT6/booster installation. Note cameras will not be able to be daisy chained as one port on a switch cannot be used for more than one IP device.

The cameras provided under specific task # 8 shall be compatible with the current CCTV system and have the minimal capabilities as outlined below and attached in Section D.2 of the Physical Security Design Manual for VA Mission Critical Facilities.

See Salient Characteristics & Sections 10.4.3.1-10.4.3.9 and 10.4.6.1-10.4.6.3 of the Physical Security Design Manual for VA Mission Critical Facilities.

See Security System Application Matrix attachment for the type of camera (Fixed Camera, Pan/Tilt/Zoom (P/T/Z), Controller, Video Monitor and Local Recording Device) needed at site specific hospital locations.

9.1: General Camera Requirements:

Shall conform to National Television System Committee (NTSC) formatting criteria

Shall be color and auto-day/night feature to digitally switch from color to black and white when light levels drop below normal specifications

Shall be rated for continuous operation

Each camera function and activity shall be addressed within the system by unique twenty-character user defined name. The use of codes or mnemonics identifying the VASS action shall not be accepted

Fixed cameras shall be the primary means of surveillance to monitor designated access control and monitoring points

Fixed cameras shall be used to monitor interior building areas

P/T/Z cameras may be used to provide supplemental coverage of building interiors where necessary

P/T/Z cameras shall be used and deployed for all site parameters and exterior building areas

All cameras and lenses shall be enclosed in tamper resistant housing

All cameras and lenses shall be rated to protect against unique weather elements including hot and cold that is associated with the specific facility conditions and geographical area

All cameras should be rated to operate in temperatures of -40 degrees F to 140 degrees F, they should be non-vandal/vandal resistant, PTZ s should have the capability of a 30x optical zoom, 360 degree panning and 90-degree tilt.

Specific Task # 9: All labor, equipment and parts to allow for a number of additions (government owned) to the existing system on an annual basis as outlined below by option period (estimated):

ST # 9 is meant to give the government the ability to have cameras installed under this contract that do not require the contractor providing the camera as part of the cost/price for the install. The CLINs for this will be broken out separately and will be at an estimated quantity of one (1) after the base year of the contract (the government currently has 18 cameras that are already owned and needing installed during the base period).

Specific Task # 10: A report for all work completed under the contract shall be provided to Protective Services upon completion of services (within one (1) week). At a minimum the report should provide the following data points (however requirements may be adjusted based on the individual project):

Date of service

Location of camera (building/room)

Serial number of items serviced

Description of problem/deficiencies

Description of services provided

Is the system operating correctly?

Life expectancy report

IP addresses and codes

LAN/WAN connectivity design

Bandwidth

Design overview

Ports & protocol requirements

Specific Task # 11: Contractor will provide yearly CCTV (EXACQ VISION) hands-on training to CVAMC staff at the Chillicothe VAMC. The hands-on training will include the use of EXACQ VISION software and devices at the operator level and the full functioning capabilities of the EXACQ VISION system.

In addition, the contractor will conduct yearly specialized hands-on training for the VA Physical Security Officers, Human Resource and CVAMC Engineering Representatives on the CCTV system, software, camera system and how to trouble shoot and solve issues with system. The contractor will provide the Chillicothe VAMC administrative rights to the system to make repairs/changes locally in cases of power failure, software updates, etc.

Security Requirements

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

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.

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.

VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

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 COTR 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.

LIQUIDATED DAMAGES FOR DATA BREACH

a. 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 likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $ 37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

Other Pertinent Information or Special Considerations.

Identification of Possible Follow-on Work.

Contractor will be responsible for any damages to the CVAMC premises (i.e. paint, wall coverings, etc.) if damage occurred during the course of the work performed. The contractor must point out all damaged items and submit a plan of action to fix and/or replace the damage to Protective Services.

b. Identification of Potential Conflicts of Interest (COI).

c. Identification of Non-Disclosure Requirements.

d. Packaging, Packing and Shipping Instructions.

e. Inspection and Acceptance Criteria.

Period of Performance.

Base year contract from date awarded with four Option Years (OY).

Risk Control

The contractor will need to check-in with the Protective Services on Building 18 Basement prior to work starting and pick-up a contractor badge. Once the project is completed, return to Building 18 Protective Services to return contractor badge, check out and report on completed work.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI):

The CVAMC Protective Services (Building 18, Basement) will have 18 new outside cameras available for the contractor to install during the base year of the contract.

Place of Performance:

Chillicothe VA Medical Center

17273 State Route 104

Chillicothe, Ohio 45601-2637

740-773-1141 | 800-358-8262

Station Code: 538

The Coordinating Service for this initiative is Protective Services on Building 18 Basement.

Opportunity closing date

12 June 2019

Value of contract

to be confirmed