SRCSGT | J | Request For Information (RFI) Vindicator Alarm/Security CCTV Contract

FBO DAILY ISSUE OF AUGUST 02, 2008 FBO #2441
SOURCES SOUGHT

J -- Request For Information (RFI) Vindicator Alarm/Security CCTV Contract

Notice Date: 7/31/2008
Notice Type: Sources Sought
NAICS: 561621 — Security Systems Services (except Locksmiths)
Contracting Office: Department of the Air Force, Air Combat Command, 366 CONS, 366 Gunfighter Ave Ste 498, Mountain Home AFB, Idaho, 83648-5258
ZIP Code: 83648-5258
Solicitation Number: F3F3SF8177AQ01
Response Due: 8/31/2008
Archive Date: 9/15/2008
Point of Contact: William R McLaughlin,, Phone: 208-828-3111, Todd R Novinger,, Phone: 208-828-3108
E-Mail Address: william.mclaughlin@mountainhome.af.mil, todd.novinger@mountainhome.af.mil
Small Business Set-Aside: N/A
Description: ***This requirement is currently UNFUNDED.*** The government does not presently intend to award a contract, but does want to obtain information in the event that funding is obtained. The government may or may not award a contract for some or all of the items in this request. The 366th Contracting Squadron is seeking potential sources interested in proposing on an acquisition for the installation, testing, maintenance and replacement of Vindicator security system (to include all Vindicator Access Control Systems), security Closed Circuit Television (CCTV) systems, to include the CCTV recording system, on Mountain Home AFB (MHAFB). Successful implementation of this project is essential to providing MHAFB with a maintenance program to maintain a reliable and accurate CCTV and Intrusion Detection Alarm System (IDS) capable of maximizing the protection of our national security resources. (Statement of Work is attached with this Request for Information) The purpose of this sources sought notice is to identify the availability of qualified sources. The anticipated contract type will be firm fixed price. If your company is able to provide item(s) requested and are interested in this acquisition please submit the following: 1. Point of contact, including a phone number, physical and e-mail address 2. Size status and or SBA certification program of your company. 3. Cage Code for your company. 4. An estimated cost for item(s) requested that includes FOB shipping terms, and an estimated delivery date. Below is the attached Statement of Work (SOW) STATEMENT OF WORK Security Forces Squadron Vindicator/Closed Circuit Television (CCTV) Security System Maintenance Contract Mountain Home AFB, ID 83648 21 July 2008 1. PLACE OF PERFORMANCE Mountain Home AFB, Idaho 2. SECURITY REQUIREMENTS: Contractor personnel must meet established unescorted installation entry requirements (e.g., background checks) before base identification will be issued. Personnel not meeting the minimal standards will not be issued an installation pass and will not be allowed access to the installation. Contractors must submit request for installation identification to 366 CONS not later than one (1) week following contract award and five (5) days prior to individual requiring entry to installation. 3. DESCRIPTION OF WORK This Statement of Work (SOW) defines the efforts required for the installation, testing, maintenance and replacement of Vindicator security system (to include all Vindicator Access Control Systems), security Closed Circuit Television (CCTV) systems, to include the CCTV recording system, on Mountain Home AFB (MHAFB). Successful implementation of this project is essential to providing MHAFB with a maintenance program to maintain a reliable and accurate CCTV and Intrusion Detection Alarm System (IDS) capable of maximizing the protection of our national security resources. The contractor shall provide all personnel, equipment, tools, materials, management, training, installation, operations, supervision, other items and logistic support as defined in this Statement of Work (SOW). The contractor technical personnel shall be certified to install and maintain the Vindicator Security System and security CCTV systems components prior to contract award. The contractor shall be provided access to the Local Area Network (LAN) to enable communication between contractor and users. The contractor will provide a computer to be connected to the LAN, which must be certified by 366 CS before it is connected. Contractor will complete all required clearances to be issued a Common Access Card (CAC) for LAN access. 3.1 PROJECT DESCRIPTION 3.1.1. The government anticipates the period of performance period for this contract will be from 1 October 2008 to 31 September 2009. The contract will have renewal options for up to five years. 3.1.2. Contractor shall provide both preventive and remedial maintenance and service on the Vindicator IDS System, Vindicator Access Control Systems (ACS), and security CCTV system. These systems consist of all equipment and components necessary for the proper operation of the sites Access Control, Intrusion Detection System, and security CCTV systems (including CCTV recording). 3.1.2.1. The IDS System typically includes the following: Vindicator Command and Control system (VCC and associated system operating equipment to include CPU and V5 converter), Network Data Converters, Access Panels, Power Supplies, Auxiliary Alarm Panels, Interface Panels, Card Readers, Proximity Sensors, Door Strikes, Maglocks, Balanced Magnetic Sensors, Glass Break Sensors, Buttons, Switches, Badge Encoders, Image Capture Cameras, Badge Printers, Signature Pads, any other associated hardware and wiring. Contractor will also maintain wiring from building head end blocks to the installed alarm panel. Service shall include IDS annual software upgrade and telephone support plan. 3.1.2.2. The ACS System typically includes the following: ACS Command and Control system (associated system operating equipment to include CPU),, Power Supplies, Interface Panels, Card Readers, Proximity Sensors, Door Strikes, Maglocks, Badge Encoders, Badge Printers, Signature Pads, any other associated hardware and wiring. Service shall include annual software upgrade and telephone support plan. 3.1.2.3. The security CCTV System typically includes the following: Cameras, Lenses, Pan/Tilt/Zoom Mountings, Media Converters, Switchers, Multiplexers, Camera Housings, Amplifiers, other associated CCTV hardware and wiring, and all associated equipment to record the CCTV system. 3.1.3. Contract will include cost for annual preventative maintenance, spare parts, and emergency maintenance for the period indicated. Initial preventative maintenance portion will include an inspection of the entire IDS alarm, ACS, and CCTV systems. Contractor will produce an "as built" description of all systems, which identifies any possible problem areas (e.g., defective parts) discovered. Emergency maintenance cost (estimate) will include labor, transportation and spare parts (back stock), and will be based on previous years maintenance requirements, life expectancy of equipment and current (on hand) spare parts. 3.1.4. The scope of contract support is limited to the IDS, ACS and CCTV systems themselves. Telecommunications problems, repair and maintenance of AC power supplies, or damage caused by power failures or surges not covered under manufactures' warrantee are excluded from this agreement. 3.1.5. All details of workmanship shall be in accordance with the highest standards and best practices for electrical and electronic maintenance and installation. 3.1.6. All work shall be done in accordance with manufacturer's specifications and to the satisfaction of the government representative. 3.1.7. All work shall conform to the latest issue of the National Electric Code. 3.1.8. Poor workmanship or unacceptable performance shall be grounds for withholding payment until the problem is equitably resolved. 3.1.9. Maintenance records shall be maintained by the contractor in an automated database and be available for review at all times. Contractor shall submit a copy of all maintenance actions, mark-ups, and test and/or maintenance reports when requested by the government. All records remain the property of the government and are to be turned over when requested by the government or at the conclusion of the contract. 3.1.10. Contractor shall notify the government representative of any delays or problems impacting task completion including nature of the delay and expected completion date. 3.1.11. Contractor shall perform additional work as directed by the government representative, such as minor repairs and modifications associated with IDS and CCTV. 3.1.12 Contractor shall provide employees possessing pertinent certifications and qualified to perform electrical and electronic troubleshooting, repair, testing, diagnostics and proprietary programming of Vindicator based annunciators. 3.1.13. Only qualified and licensed personnel with experience maintaining and installing these systems are required. Only certified personnel will perform maintenance on the systems (Vindicator certification is required to work on the IDS and ACS system). Contractor shall submit personnel qualifications and proof of Vindicator certification of all individuals that will be performing Vindicator maintenance with bid. 3.1.13. Contractor shall provide technical support for their on-site personnel when necessary to assist in the resolution of maintenance issues, including interfacing with subcontractors. 3.1.14. Contractor to provide all tools and diagnostic equipment required for the performance of work. Major equipment such as man lifts and bucket trucks including operators, will be provided by the contractor. 3.1.15. Contractor will inspect all new installations of IDS, ACS and security CCTV systems before accepting them under the contract. 3.1.16. Contractor shall maintain an accurate inventory of all spare parts for the site. This will entail issuing, ordering, expediting, and receiving of all spare parts. Contractor will also account for all Preventive Maintenance Inspections (PMI) tracking, corrective maintenance tracking, configuration management tracking, financial reporting, and on-site maintenance tracking. 3.1.17. All personnel performing work on the installation must met and adhere to all installation entry requirements. All personnel working for the contractor will submit required paperwork to be issued a contractors badge IAW established requirements. All vehicles and operators will comply with all vehicle and traffic requirements. 3.1.18. Some areas within the installation may require escorts, according to standard practices. When expecting to do work in these areas, the contractor shall coordinate with the government representative who will coordinate with the appropriate site personnel for the given area. To include, but not be limited to, asking for escorts, available access times/windows and advanced notification of said personnel. If escorts are not available, the contractor will notify the appropriate site personnel of the impact to scheduled activities before impact occurs. 3.1.19. Contractor will provide four hour telephone consult in reply for all requests for assistance from the government representative (contractor will reply to all calls from the government representative with four hours). If a situation can't be corrected via telephone consult, the following list of priority for maintenance actions will be followed. The government representative will determine if a situation is considered "emergency" or "routine", based on mission requirements of the area concerned. 3.1.19.1. Priority 1/Emergency: Contractor will provide 2 hour response for Priority 1 actions during normal business hours (0700-1700) and 4 hour response after normal business hours. The contractor shall complete all repairs before site departure. The contractor shall check with the government representative to ensure no other emergency actions are pending before departing the site. 3.1.19.2. Priority 2/Routine: The contractor shall accomplish all Priority 2/Routine repairs within 2 working days. Specified time excludes time waiting for the delivery of equipment, materials, and government holidays. 3.1.20. Contractor shall be responsible and accountable for the safety and actions of their employees while working within the properties of the site. 3.1.21. The government requests all documentation be in either Microsoft Excel (or an equivalent database electronic format) or Microsoft Word. 3.2 PREVENTIVE MAINTENANCE 3.2.1 The contractor shall develop and maintain an approved PMI of preventive maintenance activities in Microsoft Excel or an equivalent database. The preventative maintenance program will be designed to identify potential deficiencies prior to becoming system failures. Contractor technical personnel shall inspect and perform operational tests on all IDS, ACS and security CCTV (e.g., all components to include sensors, keypads, and backup power sources). Inspection results shall be provided to the designated government representative. Prior to initial contract award, the contractor will perform a system wide inspection to identify any potential problems and provide the designated government representative a report on the results. 3.2.2. The contractor shall use the PMI as the baseline and use to add scheduled maintenance events. The contractor shall develop base schedule and submit to government representative for approval. After the government accepts the contractors PMI for preventive maintenance, the contractor shall provide monthly updates to this schedule to PMI. 3.2.3. Preventive Maintenance (PM) for the systems shall include: 3.2.3.1. Scheduled / Preventative Maintenance: Bi-Annual system inspection with discrepancies documented and presented to site government representative. Contractor to provide checkpoint to be used to government representative. 3.2.3.2. System Operational Testing: Testing of all IDS and ACS sensors. Results will be recorded on system testing sheet and signed by site representative involved in the system test scenario. 3.2.3.3. Command and Control Operation: Verification of proper graphic and video imaging is displayed automatically when an alarm signal is received. 3.2.3.4. Periodic Maintenance: Check and inspect all batteries and sensor realignment. 3.2.3.5. Inspection, examination, cleaning, lubrication, electrical and mechanical adjustment, calibration, performance checks, at intervals suggested by the manufacturer and in accordance with the general PM plans. 3.2.3.6. Correction of near failure conditions discovered during inspections. These conditions shall be brought to the attention of the government representative for authorization to proceed. 3.2.3.7. Installation of Manufacturer generated software updates. 3.2.4. Non-critical issues discovered by the contractor during other preventative maintenance shall be documented in the automated database and the government representative notified. 3.2.5. If not existing, contractor shall develop Standard Operating Procedures (SOP) for all preventive maintenance activities. In cases where PM SOPs are not available, the contractor shall accomplish preventive maintenance based on manufacturer's technical documentation. 3.4 CONFIGURATION AUDITS 3.4.1 A configuration audit is an inventory of installed equipment. The government prefers the contractor to use a bar code system to identify configuration items. The government defines configuration items as those equipment groups that make up a functional area, i.e. equipment and devices used to protect a door is an equipment group or a configuration item. The contractor shall perform configuration audits as part of the preventive maintenance program. 3.4.2 The government identifies technical manuals, site-specific support documents, and drawings as configuration items. The contractor may keep, appropriately secured, copies of site-specific support documentation, technical manuals, and design plans at the contractor's offices, but must also maintain a master copy and a working copy on-site at the government facility. The site will provide the contractor with storage space for on-site support documentation. 3.4.3 Contractor shall track and mark changes to initial set of as-built system drawings, modify and maintain databases and inventories with changes as necessary. 3.4.4 Contractor to provide on-site personnel a current set of as-built drawings and a complete database including Operating and Maintenance Manuals describing all IDS, ACS and security CCTV equipment, components, location, and description of operation for their use in the performance of work. 3.4.5 The government identifies system software applications and utilities as configuration items. The contractor shall maintain a record of all system software, license information, application versions, and security patches. The contractor shall use an Excel spreadsheet or equivalent database to manage configuration items. 3.4.6 The contractor shall properly dispose of all drawings and site-specific documentation. The government recommends crosscut-shredding. 3.4.7. The contractor shall maintain two copies of technical documentation on site as applicable to the IDS, ACS and security CCTV systems and report the current status in the monthly report. 3.5 EMERGENCY MAINTENANCE. Contractor will provide 4 hour telephone consult for all requests for assistance from the government representative. 3.5.1 Emergencies/Priority 1. Contractor will provide 2 hour response for Priority 1 actions during normal business hours (0700-1700) and 4 hour response after normal business hours. The contractor shall complete all repairs before site departure. The contractor shall check with the government representative to ensure no other emergency actions are pending before departing the site. 3.5.2 Contract will include cost (estimate) for emergency maintenance for period of contract. 3.5.2.1. Cost will include estimated cost of labor (including transportation) for emergency repairs to the systems, based on previous years maintenance requirements, life expectancy of equipment and an estimated 20 hours of maintenance required per week. 3.5.2.2. Cost will also include purchase of spare parts (back stock), based on previous years maintenance requirements, life expectancy of equipment, current "bench stock." 3.5.3. Government representative will approve all payment for emergency maintenance. If allotted funding is insufficient to fund emergency maintenance, the government representative will coordinate with owning agency and Contracting Office for alternate funding. 3.5.4 Instances where partial or complete failure of the equipment has occurred causing a significant area to be without security supervision, contractor shall inspect equipment within 4 hours after notification at any time including off-shifts, weekends and holidays. Contractor shall notify the site of scope the failure, estimated cost and schedule of repair and upon authorization shall precede with repair. Emergency corrective actions are to be worked on continuously until completed. Contractor shall furnish the site with Emergency Call numbers. 3.6 ON SITE SUPPORT 3.6.1 All maintenance of the IDS, ACS and security CCTV systems will be completed by contractor. On-site agencies (e.g., Communications and Civil Engenders) will provide 24 hours support as needed. Contractor will maintain wiring from building head end blocks to the installed IDS, ACS or security CCTV equipment. All requests for on-site support will be coordinated through the government representative. 3.6.2 The contractor shall include in the monthly status report a summary of accomplished site support activities. This monthly report shall track current expansion space available on the system's IDS, ACS and security CCTV infrastructure. 3.6.3 366 CES will allow contractor personnel, who have completed the required training, to use "lifts." Use of the lifts by contractor personnel is based on the availability of the equipment, with CES and other USAF personnel having priority for use. Contractor will not bill the USAF for use of the CES lifts. 3.7 INVENTORY MANAGEMENT 3.7.1. Contractor will provide the government representative a list of suggested spare parts to be maintained on site (back stock of communally used parts). Government representative approve purchase of all spare parts and will provide storage for spare parts. 3.7.2. The contractor shall maintain a database of spare parts equipment. At a minimum, the database shall cite information required in the monthly inventory report. 3.7.3. Procurements of additional spare parts (e.g., replacement of spare parts that were used) will be made only when authorized by the government representative. 3.7.4. Procurements of additional or replacement spare parts will be made only when authorized by the government representative. The unused balance of this allocation, if any, shall revert back to the government at the conclusion of this contract. 3.7.5. Procurements of parts for emergency repairs (parts not on hand) will be made only when authorized by the government representative. The unused balance of this allocation, if any, shall revert back to the government at the conclusion of this contract. 3.7.6. Using the equipment list from the installation design plans; the contractor shall develop and maintain an inventory of all system hardware in a spreadsheet or equivalent database. 3.7.7. The contractor is responsible for obtaining and maintaining equipment warranties. As warranties expire, the contractor shall cite in the monthly status report the impending expiration and of warranties. 3.7.8. The contractor shall provide a monthly status report as specified in the reports section. 3.7.9. If the defective part is covered by warranty, the contractor shall coordinate with the vendor for obtaining the new part. 3.7.10. Contractor shall provide part numbers, descriptions, pricing, sources, delivery and expediting information to the government representative for all required procurements. Any component/part not usable shall remain the property of the government. 3.7.11. Contractor shall create and maintain an inventory record of materials and parts on-hand to be stocked. Records including Spare Parts account balance shall be updated as parts are procured and used. After reviewing existing spares, contractor is to recommend spare part stock levels for each of the systems based on manufacturers or system provider's guidelines. 3.8 CORRECTIVE (REMEDIAL) MAINTENANCE 3.8.1 Corrective Maintenance is defined as a work request submitted during normal business hours. This is defined as corrective or remedial maintenance (Priority 2 Maintenance). All corrective maintenance will be entered, tracked and completed in a maintenance-tracking database. The contractor shall accomplish corrective or remedial maintenance within 2 working days after initial submission of work order. Specified time excludes time waiting for the delivery of equipment, materials, and government holidays. 3.8.2 Normal corrective actions are to be initiated during normal duty hours, with work continuing during normal duty hours until completed. In instances where corrective services cannot be completed due to part unavailability, the service will be completed within one business day of receipt of required part(s). If the government is to provide the required part, the Contractor will complete the service within 1 business day of notification from the government that the part is on site. 3.9 PROJECT KICK OFF MEETING After award of this Contract, the Contractor, a Contracting representative, and the government representative will schedule and attend a Project Kick Off meeting to discuss Project requirements, Cost, Statement of Work, Schedule, Quality, Risks and Sustainment. The purpose of this Project Kick Off meeting is for the government representative to communicate expectations of Contractor performance and delivery of the Project requirements. 4. GOVERNMENT FURNISHED INFORMATION When a systems installation contractor turns over a system to the government to operate, the government receives a support package that contains drawings and other technical documentation. The government will make available to the contractor all support documentation as available and upon written request, email preferred. Copies of all references cited in the delivery order are available to the contractor upon written request, email preferred. 5. GOVERNMENT FURNISHED MATERIAL N/A 6. GOVERNMENT FURNISHED EQUIPMENT N/A 7. CONTRACTOR FURNISHED MATERIAL N/A 8. CONTRACTOR FURNISHED EQUIPMENT Common software tools required for this project include but are not limited too Microsoft Word, Excel, Outlook, Project, Power Point, AutoCAD, and Visio. The contractor is responsible for acquiring and delivering all material required to complete all tasks described in this SOW. The contractor is responsible for the proper disposal of all removed material. 9. TRAVEL REQUIREMENTS Cost for travel will be included in the preventative maintenance and emergency maintenance costs. 10. TRANSPORTATION OF EQUIPMENT/MATERIALS Contractor will authorize company owned, privately owned, or rental vehicles for the transportation. Contractor vehicles must be properly registered on the installation. 11. DATA DELIVERABLES Government representative will use the data deliverables listed below as a metric to evaluate Contractor performance. Failure to provide deliverables as cited may result in an unsatisfactory Contractor Performance Annual Review Status (CPARS) rating. It is the Contractor's responsibility to ensure all electronic submissions of data deliverables can be viewed by government representative. The monthly status reports will contain maintenance actions that occur from the first day of the month to the last day on the month. Reports shall be submitted by COB on the first Friday of the following month. Monthly Status Reports shall include a summarization of: o Inventory Status o Configuration Status o Corrective Maintenance o Preventative Maintenance 11.1. INVENTORY STATUS: This report shall be a comprehensive report containing a baseline of all spare parts. Report will contain allowance quantity, quantity on-hand, quantity on-order, part number, location, manufacturer, nomenclature, serial number, date issued, date received, end item application, and purchase/tracking number. Items will be identified if they are repairable, required for PMI, hazardous, test equipment, or require any special handling. 11.2 CONFIGURATION STATUS: Report shall be a comprehensive report containing a baseline of all known equipment installed by the contractor. The report shall contain all current amended configuration data as a result of, but not limited to corrective and preventive maintenance and will contain nomenclature, location, date installed, manufacturer, model number, serial number, item cost, associated drawing number - with latest "as-built" revision date, warranty information (including expiration and renewal dates for software and licenses) and applicable technical documentation with latest change or revision. 11.3 CORRECTIVE MAINTENANCE: Report shall be in priority sequence. Report will detail priority, work order number, description of problem, parts required, technician's name, date and time discovered, date completed, problem resolution, Gov't/Site Representatives name who requested the maintenance action, and if the corrective action was accomplished during a preventative maintenance, corrective maintenance, or during on-site support. Additionally, the contractor shall note in a separate column (if using Microsoft Excel to prepare monthly deliverable), whether the corrective maintenance action is a HARDWARE, SOFTWARE, or USER ERROR situation. 11.4 PREVENTATIVE MAINTENANCE 11.4.1. The initial preventive maintenance schedule will be due within 10 days after award. Thereafter, the contractor shall provide monthly updates to the preventive maintenance schedule; reports will be due before completion date of each delivery order. 11.4.2. The initial preventative maintenance inspection will include an inspection of the entire IDS, ACS and security CCTV system. Contractor will produce an "as built" description of all systems, that identifies any possible problem areas (e.g., defective parts) discovered. 11.4.3. Report shall be in periodicity sequence; and include equipment name (and serial number if more than one exists), estimated start and completion date, individual or group responsible for the PM, and remarks i.e. awaiting parts, access to space. 12. SUBCONTRACTING REQUIREMENTS 12.1. Subcontracting of maintenance procedures is not permitted. 12.2. If installation of new IDS, ACS or security CCTV is performed by a different contractor, contractor will inspects all work before accepting the new equipment under this contract.
Web Link: FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=77610720dd83a671b8d671e969fd93f1&tab=core&_cview=1)
Place of Performance: Address: 366 CONS/LGCA1, 366 Gunfighter Ave, Suite 498, Mountain Home AFB, Idaho, 83648, United States; Zip Code: 83648
Record: SN01627624-W 20080802/080731221718-77610720dd83a671b8d671e969fd93f1 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's FBO Daily Index Page |

Loren Data's SAM Daily™

J -- Request For Information (RFI) Vindicator Alarm/Security CCTV Contract