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NCO 21 MACC GROUP 2 TASK ORDER PROPOSAL REQUEST 640-22-112 | Electronic Cylinder Rekey PLACE OF PERFORMANCE Palo Alto Health Care System 3801 Miranda Avenue Palo Alto, CA 94304 NOTICE TO VETERANS INTG... NCO 21 MACC GROUP 2 TASK ORDER PROPOSAL REQUEST 640-22-112 | Electronic Cylinder Rekey PLACE OF PERFORMANCE Palo Alto Health Care System 3801 Miranda Avenue Palo Alto, CA 94304 NOTICE TO VETERANS INTGRATED SERVICE NETWORK 21 (VISN 21) MULTIPLE AWARD CONSTRUCTION CONTRACT (MACC) HOLDERS Description: THE RESULTING SOLCITATION IS TASK ORDER PROPOSAL REQUEST. Proposals will only be requested and accepted from contractors who were awarded a Veterans Integrated Service Network 21 (VISN 21) Multiple-Award Construction Contract (MACC) from Network Contracting Office 21 (NCO 21). Point of Contact: Samantha Henderson, Contract Specialist, samantha.henderson@va.gov Project Title: 640-22-112 | Electronic Cylinder Rekey Project specifications and all associated project documents shall be incorporated into the Task Order Bid Request which shall be posted electronically through https://sam.gov Magnitude of Construction: Between $2,000,000.00 and $5,000,000.00 Questions regarding this notice shall be submitted via e-mail to: samantha.henderson@va.gov. Please respond if you re interested in this project no later than September 14, 2022 at 2:00 PM (PST) The following firms are eligible for award of the resulting task order: MACC GROUP 2 Acierto, LLC Hawk Contracting Group 2053 North 2000 West P.O. Box 490 Farr West, UT 84404 Montrose, CO 81402 Bexar Advanced Solutions Group Patriot Construction 47 E. Crestwood Road 4646 Qantas Lane Kaysville, UT 84037 Stockton, CA 95206 Dsquare Construction Saw-Greenland JV 107 W. Sahuaro Street 2625 Production Road Tucson, AZ 85705 Virginia Beach, VA 23454 ESA South, Inc. Sergent Mechanical 1681 Success Drive 1617 Pacific Avenue Cantonment, FL 32533 Oxnard, CA 93033 Ground Level Overaa Joint Venture West Point Contractors 5013 Forni Drive 2915 E. Weiding Road Concord, CA 94520 Tucson, AZ 85706 **Any offers received from contractors not mentioned above will not be accepted Statement of Work Electronic Cylinder Rekey Project No. 640-22-112 Department of Veterans Affairs Palo Alto Health Care System Palo Alto, CA 94304 DATE: January 12, 2022 PROJECT DESCRIPTION: VA Palo Alto Health Care System VISN 21 intends to upgrade the security of its 12 regional facilities by replacing the existing mechanical Small Format Interchangeable Core (SFIC) core cylinders with electronic SFIC core cylinders. The project will include the acquisition and installation of electronic core cylinders, keys, software, key chargers, and remote programmer stations. PROJECT LOCATIONS: VA Palo Alto Division, 3801 Miranda Ave, Palo Alto, CA 94304 VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025 VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550 San Jose Clinic, 5855 Silver Creek Valley Pl, San Jose, CA 95119 Monterey Clinic, 201 9th Street, Marina, CA 93933 Sonora Clinic 13663 Mono Way, Sonora, CA 95370 Fremont Clinic, 39199 Liberty Street, Freemont, CA 94538 Capitola Clinic, 1350 41st Avenue, Suite 102, Capitola, CA 95010 Modesto Clinic, 1225 Oakdale Road, Modesto, CA 95350 Stockton Clinic, 7777 South Freedom Road, French Camp, CA 95231 Mountain View Center, 1776 Old Middlefield Road, Mountain View, CA 94043 Sunnyvale Center, 1080 Innovation Way, Sunnyvale, CA 94089 PROJECT COMPLETION SCHEDULE: This project shall be completed within 182 days from the issuance of the Notice to Proceed (NTP). PROJECT CONSTRAINTS: The contractor must implement infection control measures during construction. The contractor must coordinate all utility shutdowns with the contracting officer s representative (COR). The contractor shall follow all applicable federal and local jurisdictions laws, standards, code requirements, and VA design guides when conducting the work. Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this Statement Of Work (SOW), as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 3801 Miranda Avenue, Palo Alto, CA 94304, all in accordance with this SOW and applicable contract terms or conditions. PROJECT BACKGROUND The current door access system used throughout the 12 regional VAPAHCS facilities is traditional mechanical key system. The method by which mechanical keys are issued to users is antiquated and cumbersome. This project will modernize access through an electronic key system. PROJECT PURPOSE AND DESCRIPTION This project will increase physical security through the implementation of a technologically modern system able to grant, deny, and monitor access via an electronic key system. The key modernization will simplify and streamline key distribution and key access credential assignment. STATEMENT OF BID ITEMS Hardware: Contractor will be responsible for delivery and installation of the following equipment. Electronic Cylinders: Quantity 8,100, Medeco XT Part Number EA-100108 or approved equal. Electronic Cylinders shall fit and function in existing facility SFIC locking hardware to eliminate replacement cost of existing hardware. Electronic cylinders shall eliminate the need to "rekey" mechanical cylinders, and allow electronic reprogramming of cylinders by authorized programming key. Electronic cylinder shall have stainless steel plug face and shell to resist environmental conditions Electronic cylinder shall have non-volatile memory to store 2,000 audit events, with the oldest record self-deleting after 2,000 events Electronic cylinder shall record unauthorized entry attempts from keys that are not in the system, are outside of the schedule date or time range, are not programmed to open the specific cylinder, or are stored on internal black list. Electronic cylinders shall store up to 40 blacklisted keys (keys lost or out of service) Electronic cylinders shall have drill resistant inserts to improve drill resistance Electronic cylinders shall have break-away plug face that shall fail secure in the event of over-torquing Electronic cylinders shall be independently tested to meet dust and water jet IP-68 and certified to specification CEI/IEC 60529, Edition 2.1 Electronic cylinders shall be independently tested to meet dust and water jet IP-55 and certified to Specification CEI/IEC 60259 Edition 2.1 and DIN EN 1303, ICS 91.190 Electronic cylinders shall be independently tested to meet salt fog testing for greater than 96 hours, certified to specification ASTM-B-117 and DIN EN 1303, ICS 91.190 Electronic cylinders shall be independently tested to meet MIL-STD-202G, Method 201A, 3 Axis qualification vibration testing Electronic Keys: Quantity 9,000, slim line" keys with 9,000 chargers (bundle), Medeco XT Part Number 94-0307 or approved equal. A. Electronic Keys shall operate Electronic Cylinders. Electronic keys shall be designed to be programmed as user, control, setup, audit or operator plus audit options. Electronic keys shall have an operating temperature of -4 F to 122F (-20C - 50C) Electronic keys shall have rechargeable battery capable of 1,800 cylinder openings between charges. Electronic keys shall have a charging temperature range of 32F-104F (0C- 40C) Electronic Keys shall have battery level indication reporting a low battery at time of programming and during cylinder opening. Electronic Keys shall have hardened steel tip Electronic Keys shall be capable of storing up to 16,000 cylinders to be opened Electronic Keys shall also store unauthorized attempts from Electronic Cylinders which shall be viewable in the software reporting once the key is updated/reconnected to the programming devices. Electronic Keys shall use gold-plated, spring-loaded data contacts. Electronic Keys audit reporting shall be capable of configuration in "first in first out" (FIFO) or to disable keys when memory is filled to prevent loss of audit trail data. Electronic Keys shall store 10,000 audit events. Electronic "Industrial" Keys shall utilize all metal stainless steel housing for robust applications. Electronic "Slim line" keys shall utilize hardened steel frame and plastic housing. Desktop Programmers: Quantity 20, USB single station programming device, Medeco XT Part Number EA-100109 and 10 Micro USB to USB Cables, Medeco XT EA200058 or approved equal. Desktop programmer shall be powered via USB cable. Desktop programmer shall utilize LED for programming/ charging feedback Desktop programmer shall utilize interface/ dock for electronic key programming Provide and install mounting kits as necessary Remote Programmers: Quantity 20, Medeco XT EA-100242-100 or approved equal. Contractor shall be responsible for Network and Power to be run to these locations. Remote Programmers shall operate via VA Palo Alto supplied network drop and be powered via standard 120V connection (to be supplied by VA Palo Alto). Remote Programmers shall operate using VA Palo Alto self-hosted and OIT approved software. Remote Programmers shall allow for the renewal or modification of access rights at designated locations without the need to return to the VA lock shop or facilities department. Remote Programmers shall conduct audits of key access while renewing, modifying, or re-authorizing electronic key access rights. E. Provide and install mounting kits as necessary. F. Remote Programmers shall be installed in high traffic areas such as elevator lobbies and building entrances. Exact locations to be directed by the COR. Mobile Programmers: Quantity 10, Medeco XT EA-100125 or approved equal. Android App available for download from the Medeco XT Web Manager Website. Software Electronic Cylinders and Electronic Keys shall be operated by existing web hosted software. Software must be approved by the VA OIT group as listed on: https://www.oit.va.gov/Services/TRM/SearchPage.aspx Software shall have the ability to assign mandatory updating of keys on a daily, weekly, monthly, or annual basis. Software shall only be installed on a VA self-hosted server Installation Hardware must integrate with existing Medeco XT self-hosted software on VAPAHCS servers. Installation will include the training on the software application and programming equipment which will program and manage the electronic cylinders and keys. Contractor shall provide installation for all electronic cylinders as defined by the VA Palo Alto campus COR. Contractor shall install wall programming devices and test for proper function (network drops/power or other requirements beyond wall installation are by Contractor). Keys will be programmed and assigned by VA Palo Alto directly and key issuance will not be a part of the scope of the awarded contractor. Contractor shall be responsible for a facility survey to determine door locations for the electronic cylinders. This data will be uploaded into the software for assignment of electronic cores. All electronic keys will be programmed by the VA, supported by keying meetings and access level determinations. The keying meetings and access level data will be the responsibility of the contractor and coordinated with the COR and physical security personnel at the VA. All electronic cores and cylinders shall be compatible with existing intelligent key software (Medeco XT web-hosted software). Professional Services Contractor shall be responsible for 2 weeks of professional services manufacturer of software direct-support for inputting of database uploads to software (TBD, but minimally door survey and employee list flat files.) Standard Warranty Two year standard warranty on all materials Two Copies of the warranties must be provided to the owner upon substantial completion with the dates of warranty coverage noted. The contractor shall return mechanical core cylinders to the VA. Contractor is responsible for any third-party inspector/commissioning services as applicable to ensure building compliance with VA and local requirements. The contractor shall comply with all applicable national, state and VA healthcare standards, design guides and policies. The contractor shall maintain valid and current contractor s licensure, verifications, and certifications, as applicable for this project. SPECIFICATIONS AND DRAWINGS General specification sections are included as part of this SOW and attached here as Attachment A. The contractor is responsible for acquiring addition specification sections, pertinent to the project, from the VA Technical Information Library (TIL) at https://www.cfm.va.gov/TIL/spec.asp. As-built Drawings. The contractor shall be responsible to provide marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer s Representative as per paragraph 1.13 of spec section 01 00 00. COMPLIANCE WITH CODES AND STANDARDS The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA s design guides and design manuals, and the VA s standards for information technology. Contractor shall have three years documented experience in the servicing of VA facilities and shall be approved by the owner. Contractor must have warranty/service technician within 4 hour response time of the VA Palo Alto Campus. ADDITIONAL CONSIDERATIONS Restoration Plan: Including, but not be limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction. Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions. Submittal register shall be submitted prior commencing construction work. Utility shutdowns. The contractor shall coordinate all utility with the contracting officer s representative. Major utility shutdown will require 45 days advance notice to coordinate with facility. Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum; Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction. Ensuring that the equipment staging or lay down areas, if applicable, comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general contractor and contracting officer s representative. Security Considerations. At no time will the vendor be in contact or have access to VA sensitive information. Certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010). Station Operations. The contractor shall generally perform all on-site visitation or work between the hours of 8:30 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations. For any activity that impacts the facility operation, contractor shall perform such activities after hours or on the weekends. Contractors shall comply with the following as it pertains to COVID-19: All CDC guidelines, OSHA requirements, and local county directives regarding COVID-19 precautions. Mandatory Screening: VAPAHCS Staff will screen all individuals entering VAPHCS campuses. Contractors are required to answer the following questions when entering campus, failure to answer or an affirmative answer to any of these questions will result in denial of entry onto VAPAHCS: Are you experiencing a fever, cough, or shortness of breath? Have you been exposed or in direct contact to anyone who has tested positive for COVID-19? Have you been diagnosed with COVID-19 in the last 14 days? If permitted to enter VAPAHCS property, the individual will be provided a colored band to be worn in a visible location throughout the day. This band will identify the wearer as having been properly screened and is authorized access to the campus for the day. Color bands change daily. When entering buildings within VAPAHCS campuses, Contractors are required to hand sanitize at established stations. All Contractors are required to wear a face covering. Face coverings are normally cloth and are not considered PPE. The face covering must cover the mouth and nose, fit snugly, allow for breathing without restriction, and laundered daily. Individuals should be informed to be careful when removing their face covering and not touch their eyes, nose, and mouth when removing their face covering. Individuals should wash their hands immediately after removing their face covering. Social Distancing: All workers must maintain minimum 6-foot (1.9 meters) separation from other workers in all work activities. No groups or gatherings shall be larger than 10 people keeping a minimum of 6foot separation at all times. If workers must perform work with less than 6-foot (1.9 meter) distance between works, workers must wear surgical type masks (or equal) and appropriate gloves for the work being performed. This PPE requirement is additional to normal PPE required for work on site, or task-specific PPE. COORDINATION AND EXECUTION User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof. Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO. Contracting Officer s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a dayto-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications. Construction Administration Project Schedule. After award of contract the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the COR. Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the COR as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out. Observation and Site Visits. The contracting officer s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements. Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly owner, architect and contractor (OAC) meeting, and is responsible for providing meeting minutes and agenda for each meeting. Submittals. The contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection, and one sample furnished to the contracting officer s representative for approval. Further details are provided in the project specifications for shop drawings and submittals. RFIs AND CHANGE ORDERS During construction the contractor may submit requests for additional information concerning the design or other aspects of the project; however, these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer s or designated AE representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the contracting officer s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation. ATTACHMENTS Attachment A: Specification Sections ABBREVIATIONS AND ACRONYMS AE Architectural & Engineering Firm ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials CA Commissioning Agent CD Construction Documents CM Construction Manager CO Contracting Officer COR Contracting Officer s Representative DD Design Development GC General Contractor ILSM Interim Life Safety Measures NEBB National Environmental Balancing Bureau NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and maintenance documents OAC Owner/Architect/Contractor OSHA Occupational Safety and Health Administration PSRDM Physical Security and Resiliency Design Manual SD Schematic Development SOW Statement of Work SSTV Security Surveillance Television TAB Testing, adjusting, and balancing VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System