DISCLAIMER: THIS IS A SOURCE SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this RFI is preliminary as well as subject to modification and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it is will be synopsized in the Federal Business Opportunities (FedBizOpps) website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. The anticipated Small Business Administration (SBA) size standard for the North American Classification code (NAICS) 561621 is $25M. 1. Purpose: The Central Arkansas Veterans Healthcare System hereby issues the following Sources Sought Notice as a Request for Information (RFI). This RFI is being used for Market Research purposes only to seek contractors with the capability to provide the Central Arkansas Veterans Healthcare System (CAVHS) with all labor, tools materials, supplies, equipment, cabling, licensing, personnel, supervision and transportation required provide for the installation of a stand-alone Security Surveillance Camera System for the eight Community Based Outpatient Clinic (CBOCs) located across Arkansas. IMPORTANT NOTICE: Velocity Vision software is currently in use for the camera systems in use in both Little Rock and North Little Rock Campuses, therefore all equipment must be compatible with this software. 2. Place of Performance: See attached statement of work. 3. Opportunity: The CAVHS is seeking information from potential contractors on their ability to provide this service. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI to assist the CAVHS in determining potential levels of competition available in the industry. NOTE: All Questions and information shall be answered and provided in Sections 4 through 7 for the government to consider whether the contractor has the capability to meet the government requirement. 4. Responses Requested: The CAVHS requires the following questions answered in this RFI: Answers that are not provided shall be considered non-responsive to the Request for Information. a. Is the Contractor licensed/certified to provide provide for the installation of a stand-alone Security Surveillance Camera System and any updates as required? Contractor shall attach documentation of their licensing/certification to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. b. Are contractor personnel/technicians certified/licensed to install required hardware to meet service requirements? Contractor shall attach documentation of this accreditation/certification to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. c. Prospective contractors shall provide their point(s) of contact name, address, telephone number, and email address. In addition, contractors shall provide the company's business size, and Data Universal Numbering System (DUNS) Number. d. Is your company a small business (SDVOSB, VOSB), SDBs, HUBZone, or 8A concern? NAICS Code: 561621, PSC Code: N063: Installation Of Equipment- Alarm, Signal, and Security Detection Systems Please provide proof of qualifications. e. Contractor shall provide proof it s equipment is compatible with Velocity Vision software. f. What is the estimated market pricing for services of this magnitude? Please provide an estimated pricing guide/structure for review purposes to aid in accurately forecasting requirements. 5. Capability Statement: Provide your capability statement to demonstrate your company s understanding and ability to perform High-Speed Internet Services in accordance with the attached Performance Work Statement. 6. Relevant Experience: Please provide Government or Commercial agency relevant experience within the last three (3) years. Information shall include: Contract Number Name/Point of Contact (POC) POC phone number POC email address Brief description of how the contract referenced at 6(a) relates to the technical capability within the Telecommunications/Internet industry. 7. Subcontracting: If subcontracting, provide subcontractor s business name, address, phone number, and DUNS. Identify specific task(s) to be performed by the subcontractor and percentage of effort as the prime contractor. Contractor shall possess the capability to provide all requirements and objectives. 8. Instructions and Response Guidelines: RFI responses are due by 11:00am (CST) on Friday Sept 20, 2024; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to joseph.warren@va.gov All Questions shall be submitted by 10:00am (CST) on Tuesday Sep 10, 2024 via email to joseph.warren@va.gov Telephone requests or inquires will not be accepted. The subject line shall read: 36C25624Q1340 CBOC Security Camera s NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 4(a) - 4(f). All Questions shall be answered to be considered as part of the Market Research for capable contractors to meet the government requirements. Please provide additional information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by CAVHS as "market research" and will not be released outside of the CAVHS Purchasing and Contract Team. 11. Contact Information: Contracting Officer: Joseph Warren Email address: joseph.warren@va.gov Your responses to this notice is appreciated. Statement of Work For CBOC Security Camera System Scope The purpose of this contract is to provide for the installation of a stand-alone Security Surveillance Camera System for the eight Community Based Outpatient Clinic (CBOCs) located across Arkansas. The camera system will transmit data to the VA Virtual Cloud for storage or retrieval if incident investigations are needed by VA Police. These will have to be partitioned views to the Department of Veteran Affairs NLR/LR Police for their viewing. The CBOC locations are: Conway CBOC: 1520 East Dave Ward Drive Conway, AR 72032 El Dorado CBOC: 1702 North West Avenue El Dorado, AR 71730 Hot Springs CBOC: 177 Sawtooth Oak Street Hot Springs, AR 71901 Mena CBOC: 300 Morrow Street, South Mena, AR 71953 Mountain Home CBOC: 1520 East Dave Ward Drive Conway, AR 72032-9642 Pine Bluff CBOC: 2906 Market Street Pine Bluff, AR 71601 Russellville CBOC: 3106 West 2nd CT Russellville, AR 72801 Searcy CBOC: 1120 South Main Street Searcy, AR 72143-7319 2. General requirements and Tasks: a. This Statement of Work (SOW) describes the turn-key job/services and security system components to be provided and installed at all CBOCs listed above. The SOW shall generally consist of, but not necessarily be limited to, providing all Pro Services on-site Engineering labor, materials, tools, equipment, permits, testing, and reports required to install the security camera system using CAT6A cabling by the contractor. All federal, state, and local code/regulations/standards shall be followed. The Contractor will be responsible for installing & upgrading servers, hardware, software, and new cameras system to working order, in compliance with VA directives. Contractor will follow requirements of the VA Physical Security Design Manual. All system components must be monitored and controlled by the Engineering Electronics Technicians. Alternate locations for monitoring cameras may be required in some circumstances. The system must comply with section 889 of the John S. McCain National Defense Authorization Act of 2019 (NDAA) and the Trade Agreement Act (TAA) to ensure only U.S made or designated country end products are acquired for use. b. The VA Office of Information and Technology (OIT) will provide the secure internet connectivity between the camera hardware switch, the secure router, and all network personal computers. c. Hardware, Software, and Software Agreement License requirements for each CBOC location will consist of items listed in paragraph d.1through d.7 and the detailed listing below each CBOC header: d. Software Server, Licenses, and Labor Quantity d.1 Velocity Vision Enterprise Base License (BL) 1 d.2 XProtect LPR Base License (BL) 1 d.3 Vision AI Enterprise, Perpetual License 136 d.4 Velocity Vision Access Base License (BL) 1 d.5 Identiv Management Server: 1 (R350) 1u 4-BAY Xeon E-2336 16GB (2x 8GB) PERC H755 2x 1Gbe RJ45 2x 600W PSU 5YR 4x 480GB MU SSD SQL Standard 2019 d.6 Vision AI Core Server 1 d.7 Network Switch SW10g 1 d.8 Dell 7960 Facial Recognition Server 1 e. Prop Services, On-Site Engineering Labor e.1 Travel is billed per visit as flat rate, travel expenses will not exceed quoted amount per visit e.2 Global Services Labor for Systems Engineer e.3 Corsight Single Camera License 5 year License Conway CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 2 12MP, Fisheye Camera with AI and IR 7 5mp, IR Outdoor Vandal Dome AI Camera 3 2mp x2, IR Outdoor Dome 4 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 1 Velocity Vision Enterprise Channel License (CL) 17 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 2 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 17 Cameras and setup of Velocity Vision Software 17 1 El Dorado CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 2 12MP, Fisheye Camera with AI and IR 3 5mp, IR Outdoor Vandal Dome AI Camera 2 2mp x2, IR Outdoor Dome 4 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 1 Velocity Vision Enterprise Channel License (CL) 12 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 3 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 12 Cameras and setup of Velocity Vision Software 12 Hot Springs CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 4 12MP, Fisheye Camera with AI and IR 8 5mp, IR Outdoor Vandal Dome AI Camera 4 2mp x2, IR Outdoor Dome 7 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 3 Velocity Vision Enterprise Channel License (CL) 26 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 4 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 4 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Installation, commissioning, Labor for 24 Cameras and Velocity Vision Software 26 Mena CBOC Item Description Quantity No. 1. 4K IR Outdoor Vandal Dome AI Camera 2 2. 12MP, Fisheye Camera with AI and IR 4 3. 5mp, IR Outdoor Vandal Dome AI Camera 3 4. 2mp x2, IR Outdoor Dome 4 5. 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 2 6. Velocity Vision Enterprise Channel License (CL) 15 7. Network Jack-25pk 1 8. 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 9. XProtect LPR Connection License 1 10. Velocity Vision Access Door License (CL) 3 11. Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 12. Vision AI Edge 10 1 13. Network Switch SW28g 1 14. Install Labor for 14 Cameras and setup of Velocity Vision Software 15 Pine Bluff CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 2 12MP, Fisheye Camera with AI and IR 5 5mp, IR Outdoor Vandal Dome AI Camera 2 2mp x2, IR Outdoor Dome 4 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 2 Velocity Vision Enterprise Channel License (CL) 15 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 3 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 15 Cameras and setup of Velocity Vision Software 15 Searcy CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 3 12MP, Fisheye Camera with AI and IR 6 5mp, IR Outdoor Vandal Dome AI Camera 7 2mp x2, IR Outdoor Dome 6 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 2 Velocity Vision Enterprise Channel License (CL) 24 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 7 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 24 Cameras and setup of Velocity Vision Software 24 Russellville CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 2 12MP, Fisheye Camera with AI and IR 4 5mp, IR Outdoor Vandal Dome AI Camera 2 2mp x2, IR Outdoor Dome 4 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 2 Velocity Vision Enterprise Channel License (CL) 14 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 3 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 14 Cameras and setup of Velocity Vision Software 14 Mountain Home CBOC Item Description Quantity No. 4K IR Outdoor Vandal Dome AI Camera 1 12MP, Fisheye Camera with AI and IR 5 5mp, IR Outdoor Vandal Dome AI Camera 6 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 2 Velocity Vision Enterprise Channel License (CL) 14 Network Jack-25pk 1 43" Monitor Set (SMT-4343 Monitor + SBM-4343 Desktop Stand) 1 XProtect LPR Connection License 1 Velocity Vision Access Door License (CL) 2 Identiv 1U 4-Bay Rackmount (R350) XE E-2236 16GB (2x 8GB) 2X 240GB M.2 SSD BOSS 2x 1GbE RJ45 onboard PERC H755 Nvidia T400 Nvidia T400 2x 350W PSU 16GB Memory 32TB Raw - 4x 8TB Enterprise SATA Windows 10 1 Vision AI Edge 10 1 Network Switch SW28g 1 Install Labor for 24 Cameras and setup of Velocity Vision Software 14 3. Background In accordance with VA Physical Security and Resiliency Design Manual October 1, 2020 Revised September 1, 2021, the manual provides physical security and resiliency requirements for VA facilities. Security Surveillance Video System (SSTV) cameras must be provided to monitor activities in the vestibules and lobbies and must be located to provide views of approaching pedestrian and vehicular traffic, drop-off areas, building entrances, and departing pedestrian and vehicular traffic . The acquisition of this SSTV camera system must meet the requirements specified in Physical Security and Resiliency Design Manual. 4. Uninstall and remove The contractor will uninstall and remove existing cameras, camera system(s) including digital video recorder/server, display(s), and related cabling at the Pine Bluff CBOC. Contractor will place the removed items, and cabling into containers for return to the building owner. 5. Specific Requirements Installation of Cameras The contractor will install cameras using CAT6A cables and perform cable test certifications to ensure cable connectivity is operational. All cabling will be routed to the OIT closets where the OIT switches are located. The contractor will coordinate with the COR to schedule installation at each site two-weeks prior to installation. The COR will coordinate with OIT to ensure OIT is present to open the Telecommunication Room (TR). The contractor shall install the appropriate number and type of cameras as identified in para 2.c listed above for each location. Outdoor locations require outdoor rated cameras. The cameras must include external surge protection for each outdoor camera and software licenses required to connect to the network and function properly. The contractor shall wire the new camera cables up to the existing NVR patch panel in the IT/Server room. The contractor is responsible for providing all the required conduit for camera installations if required by code. For exterior cable runs, the contractor shall use electrical metallic tubing (EMT) with compressed fittings except in areas not permitted by code or regulation. All exterior hardware shall be rust resistant stainless steel. All penetrations must be properly sealed. For interior cable runs the contractor shall use surface mounted raceway except in spaces that already use EMT. The type and installation of conduit and raceway must be in compliance with National Electrical Code and the GSA P-100. Existing conduit may be reused if it is in compliance with the electrical code and other applicable regulations. The COR must field approve the reuse of existing conduit. For bidding purposes, factor in a plus or minus 10 feet shift if indicated to allow for camera field adjustments. The contractor shall repair all damaged surfaces and must be touched up with the proper paint or sealant if caused during the installation by the contractor. The camera system shall include a five-year system support agreement (SSA) for the software and camera licenses. Firmware and software version upgrades must be installed within 30 days of release by the contractor, until the five-year SSA expires. First year all service/support labor must be included. No labor charges during warranty period. Include service labor rates for years 2-5. Include the following hourly labor rates: Regular business hours, After Hours, Holidays, Emergency On-Site (within 4 hours/same day). Mileage will not be paid on labor rates. Where necessary, the Contractor shall provide and install EMT conduit fore exterior paths. - Basis of Design for Camera s: PNV-A9081R 4K IR Outdoor Vandal Dome AI Camera XNF-9013RV 12MP, Fisheye Camera with AI and IR QNV-C8011R 5MP IR Outdoor Vandal Dome AI Camera PNM-7082RVD 2MP x 2 IR Outdoor Dome Camera XNO-6123R 2MP IR Bullet LPR Camera: 5.2-62mm lens, 12x optical, 32x digital zoom, 295 IR 6. Protection a. The contractor shall protect Government property while working on the project. b. The contractor is to provide signage and traffic control devices to protect the work area as needed throughout the duration of the project. c. The contractor will follow the guidelines listed in the Infection Control Risk Assessment (ICRA) while performing work at each CBOC. The ICRA will be posted prior to the beginning of all work. 7. Equipment and Material Storage a. The contractor shall provide all tools and equipment associated with the entire project, operate in a safe manner, and adhere to all OSHA and GSA standards. b. The contractor shall provide and store all equipment, the materials specified above, and any other materials that are required to complete the project. The materials are required to be kept clean and dry throughout the duration of the project. c. The contractor shall remove and haul debris from the project site daily and dispose of in a proper, acceptable manner in accordance with all federal, state, and local laws and regulations, of the job site property. The debris created from this project shall not be disposed of at the job site, in Government dumpsters or on Government property. 8. Contractor Use of the Premises a. During the period of the project, the contractor will have access to the site only during business hours of 7:30am 4:00pm Monday through Friday. No on-site work shall be performed outside these hours or on holidays unless approved or directed by the Contracting Officer or the COR. b. The worksite should be kept useable for emergency vehicles. Keep driveways and entrances clear. Do not use these areas for parking or material storage. c. Schedule deliveries to minimize on-site storage of materials and equipment. d. Federal holidays New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday. 9. Access and Control a. Installation Passes. The COR, if applicable, will coordinate the issue of required installation passes to contractor personnel. Contract personnel shall wear a badge that clearly identifies them as a contract employee. The badge will contain a personal picture, name of employee, and contractor's name. Badges shall be worn on the outer, garment in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. b. The Government will provide electrical power necessary for connection of all components. c. The Government will provide access to areas required to perform the required duties. d. The COR will provide coordination assistance to assist the contractor in accessing required facilities/areas. 10. Project Administration The contractor will provide the following prior to the beginning of work: Schedules of work to be performed. Updated every week. Daily reports for each workday. 11. Task Description a. The contractor shall furnish all tools and equipment required to perform work under this contract. It is the Contractor s responsibility to provide the appropriate personnel with the skills and subject matter expertise corresponding to the level of effort required to ensure all tasks outlined in this SOW will be completed successfully within the period of performance. b. The system shall be able to record at a minimum of 45 days before automatically rewriting old data. Cameras shall consist of the above specification requirements to provide the best video images and cover all areas IAW with the floor plan/diagrams in attachment 1. Cameras shall be positioned to achieve the greatest image angle of persons entering the building and travelling corridors so that image captures all activity in the viewable area for full coverage of the CBOC grounds, parking lot(s), waiting rooms, and corridor areas. Up to 5lb. weight (cameras may be mounted on either ceiling panels in an acoustical suspension system, concrete, or other material). The contractor shall replace any damaged or otherwise deficient ceiling panels, including those with extraneous holes, for fully finished installation. All ceiling tiles removed to accommodate installation shall be returned at the end of the workday. Provide, install, and set up viewing stations utilizing a 43-inch monitor at each designated location within all CBOCs. Hot Springs CBOC requires four 43-inch monitors (to monitor the two separate buildings) and HDMI speakers as needed. The contractor shall, in coordination with the COR, set up user accounts with unlimited, administrative Video Management System (VMS) privileges, and user accounts with limited view-only privileges. j. The contractor shall set up all camera views for the Police station at the Little Rock VA campus and VA Police Dispatch viewing station, and selected feeds identified by the COR and/or VA Police for all other viewing stations. 12. Invoice and Payment a. Payment to be made monthly, in arrears, following satisfactory performance by Contractor s personnel and upon receipt of a properly prepared invoice. b. Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award. The contract shall have current registration in the System for Award Management (SAM) for this solicitation; URL: www.sam.gov. The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction. Time period being invoiced for. Description of services performed. Unit Cost billed. Extended amount due. Invoice number, date, and. Contract and obligation numbers. 13. Information Systems Officer, Information Protection The contractor will not have access to VA Desktop computers, nor will they have monitored access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. 14. Privacy Officer The contractor will not have access to Patient Health Information (PHI), nor will they have the capability to access patient information during the services provided to the VA. 15. Delivery The Contractor shall have 60 days from the date of contract award to be on-site to start installation. 16. Project Completion The Contractor will have 180 business days to complete installation and testing of system from the contract award date. 17. Other requirements a. All items shall be new and not used, remanufactured, or reconditioned. b. All measurements and equipment locations are approximate and shall be verified by the Contractor for accuracy and installation feasibility. The Government shall not be held responsible for any error or variation in any measurements or other data listed, nor shall the Contractor, because of an error or variation in any measurement listed, be relieved of the responsibility to carry out the requirements in accordance with the true intent and meaning of the specifications without additional cost to the Government. The contractor will coordinate with the COR to perform a site survey at each location prior to submitting the bid. Once bids are submitted, change orders will not be accepted on distances provided. c. The Contractor shall verify all camera views with the COR (if applicable) prior to installation. d. The Contractor shall demonstrate to the COR that the completed camera system installation complies with the contract requirements. Using an approved test procedure, all physical and functional requirements of the project shall be demonstrated and shown. The test procedure shall include techniques and requirements for validating all significant system functions. User training will be performed for each security guard at all CBOCs. Administrator training will be performed in North Little Rock to Velocity Vision system administrators. The Contractor will contact the COR for training coordination two weeks prior to installation. The Contractor will provide a training agenda with bid submission for user and administrator training. The Contractor will contact the COR for training coordination two weeks prior to installation. 18. Records Management When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records. Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations. This language should not replace specific records management requirements included within Federal information system contracts. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes [Agency] records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D.  Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. (End of Statement of Work)
