Inactive Total Small Business Set-Aside (FAR 19.5)

STATEMENT OF WORK ELECTRONIC KEY MANAGEMENT SYSTEM 1.0 General 1.1 Background Hershel Woody Williams VAMC is a medical and surgical care facility, offering a comprehensive range of services to the vet... STATEMENT OF WORK ELECTRONIC KEY MANAGEMENT SYSTEM 1.0 General 1.1 Background Hershel Woody Williams VAMC is a medical and surgical care facility, offering a comprehensive range of services to the veterans in southwestern West Virginia, southern Ohio, and eastern Kentucky. It is the mission of the Medical Center to honor Veterans as heroes by providing the highest quality health care. The Employees of the Hershel Woody Williams VAMC are dedicated to improving the quality of life for eligible veterans and their families with ICORE values. The mission of the Police Service is to deliver professional law enforcement and security services while maintaining law and order, and the protection of Persons and property on VA campuses and in buildings under the jurisdiction of the Department of Veterans Affairs, to protect those who have served. This acquisition will provide a sophisticated key management system which will enhance Police Service s ability to maintain, report and track the facility s special keys as described by VHA Directive and facility policies. The current key cabinet is a cypher locked metal box. The keys are kept in security envelopes and requiring two signatures when keys are removed. Usage of the keys are kept on a Control Key Log document and referenced in the Daily Operations Journal (DOJ). The acquisition of the electronic key management system has intelligence built into it and will operate as a standalone solution requiring no OIT networking or server to manage the database. The system can provide a full audit trail of all key transactions retained in the system s data memory. The key system will provide usage, reporting and tracking information for Police Service and the facility. 1.2 Objective The acquisition of the key management system should provide a readily available 24/7 service to the officers of Police Service. The system should provide secure storage and management for up to a minimum 100 keys. Easy access via PIN code, card reader and/or biometric fingerprint reader. 1.3 Scope of Work The contractor shall provide all resources necessary to accomplish the tasks and deliverables described in this Statement of Work (SOW). The contractor shall 1.4 Period of Performance The period of performance of this contract shall be completed within 180 days from the award date to the contractor. Contract Type: Firm Fixed Priced Contract 1.5 Place of Performance 1.5.1 The place of performance will be at the Hershel Woody Williams VAMC, located at 1540 Spring Valley Drive, Huntington, WV 25704. Installation site at the Medical Center will be in Police Operations Room, Building 1, Room GB177. Vendor ID required while on the facility s campus. Vendor ID will be visible and above the waist. The Hershel Woody Williams VAMC campus is a smoke free campus. All work and training will be conducted during normal business hours (0800 -1630 hours) Eastern Standard Time (EST) unless approved by VAMC Police Services in writing before commencement of installation. 2.0 Specific Requirements/Tasks 2.1 The contractor is responsible to provide labor, hardware, software, and materials for the Hershel Woody Williams VAMC s key management system. 2.1.1 Data requirements and structure in the pre-design and planning consultation process. 2.2 System Commissioning/Programing: Program identify data structure (items, users, groups, permission, etc.) in the system provided ahead by VAMC the agreed installation date. 2.3 The contractor will coordinate with Chief, Engineering before any electrical connections, drilling, or modifications of walls are made inside the facility. 2.3 Hardware Installation: Contractor/vendor shall install the key cabinet in accordance with HWWVAMC Engineering regulations and policies. Installation will be made in Building 1, Room GB177 and wall space will be specified by Police Services. 2.4 Software Installation: Contractor shall coordinate with Police Service to the software and data input for the facility. 2.5 Integration Installation: Contractor/Vendor will integrate the key management system with an independent standalone printer to ensure the system prints the necessary reports required by Police Service. 2.6 Training: Provide 8 Hours training for end user(s) on site. 2.7 Warranty: the system shall have a 24-month warranty. The warranty will provide parts to repair any fault caused though manufacturing defect. 3.0 Delivery or Deliverables 3.1 Timely submission of deliverables and schedules are essential to the successful completion of the key management system. If the hardware (key cabinet, etc.) and other deliverables are shipped to the HWWVAMC contractor/vendor a technician shall arrive within 72 hours to inspect such deliverables. Delivery must be made during normal business hours (0800 1600 hours) Eastern Standard Time (EST). Any deviation to the delivery of materials must be approved by the Police Services. Notice to contractors: All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.] 4.0 Meetings 4.1 For all meetings, the contractor shall be responsible for providing materials, and administrative and facilitation support. Meetings will be conducted at either the Hershel Woody Williams VAMC, or through teleconferencing, as approved by the Contracting Officer. 4.2 The data requirements, structure and import of the system will be covered during the initial deployment planning and design process ahead of the scheduling the onsite installation. 4.3 The VA will supply a full data set of information (e.g., items, users, groups, permissions, etc.) in advance of the installation. 5.0 Required Travel and Other Direct Costs (ODCs) The principal place of performance is 1540 Spring Valley Drive, Huntington, WV 25704. Accordingly, reimbursable travel and per diem for the contractor s employees performing work on a regular basis at this place of performance is not authorized. Any changes to this must be approved in advance by the contracting officer. FAR 45. 102 policy is that contractors are ordinarily required to furnish all property necessary to perform contracts and government property is provided only under limited circumstances. Consider that if the schedule is contingent on the contractor s timely receipt of any government-furnished items, there is likely to be a one-for-one slip in delivery of the required end-item (a delay for which the contractor cannot be held responsible). Also, the CO is required to verify that the contractor has an approved government property control system. Some agencies have automated systems for producing such lists and for tracking GFP/GFE/GFI after award (see for example Department of Defense).] 7.0 Special Instructions: 7.1 Contractor must adhere to the facility s COVID-19 workplace safety protocols coordinating with infectious disease personnel prior to installation of equipment. 7.2 Contractor will coordinate with Police Service in the parking of their vehicles during time at the Medical Center. 8.0 Evaluation Factors: 1. Price: Acceptable quote, vendor provided distribution authorization letter and had the lowest price, Unacceptable quote, vendor did not provide the distribution letter and did not have the lowest price 2. Authorization to distribute: Acceptable quote, vendor provided manufacture authorization letter to distribute. Unacceptable quotes/non-responsive vendor did not provide manufacture authorization to distribute.