Notice of Intent to Sole Source 36C24424Q0045 / 557-26-4-5151-0197 - Building Access Controls Troubleshooting and Repairs

Building Access Controls and Site Security Repairs NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 7, intends to award a sole source, Firm-Fixed-Price Contract to Convergint Technologies LLC. Per FAR 12.102 (a) VA to usage of Avigilon security camera monitoring system, facility security services are seeking a vendor licensed to work with Avigilon products. Of those that are licensed to work on/with Avigilon products, Convergint has prior experience working with facility security systems and, thus, has intimate knowledge of current facility security situations and needs. Any unforeseen concerns could lead to further delays of assessments and corrective actions that have already been stalled. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS: Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Scottie Scott, Contract Specialist, scottie.scott@va.gov. Telephone inquiries will not be accepted. Statement of Work 1826 Veterans Blvd Dublin, GA 31021 Scope The vendor will provide all supervision, labor, equipment, and materials needed to complete work for this service contract per this SOW. Work will consist of troubleshooting and repairing the camera system and access controls system at the Carl Vinson VA Medical Center (CVVAMC). All work must be in accordance with applicable local, state, and federal codes, rules, and regulations. Impact shall be minimized and mitigated in a way that limits disruption to the functioning of the Medical Center. Scheduling and coordination with the CVVAMC will be critical and must be coordinated and approved by Contracting Officer s Representative (COR). Current systems are Avigilon ACC 7 for camera monitoring and Software House Tyco C-Cure 9000 with HID Signo Readers for access controls. The work shall include: The vendor shall document all identified deficiencies, provide written recommendations for remediation, and perform on-the-spot corrective actions for any issues that can be resolved within the authorized labor window without procurement of additional equipment or materials. Log in to the ACC7-Enterprise VMS console and review device status, error logs, and communication alerts for all offline or faulty cameras. Identify cameras that are fully offline versus cameras showing degraded status (poor image quality, intermittent connectivity, etc.). Physically inspect each non-functional camera for visible damage, connector integrity, and mounting condition. Test and verify Power over Ethernet (PoE) delivery at each camera drop; confirm switch port status and PoE budget utilization. Test network path continuity from each camera back to the VMS server, including patch panels, switches, and cabling segments. Verify camera IP addressing, subnet mask, gateway, and VMS server communication settings via the ACC7-Enterprise device configuration panel. Attempt firmware-level camera resets and re-discovery within ACC7-Enterprise where appropriate. Document each camera by location, equipment tag/serial number, deficiency type, and recommended corrective action. the fiber pathway. Identify and trace the complete fiber run from the tower camera enclosures back to the nearest IDF/MDF termination point. Inspect all fiber connectors, patch cords, splice enclosures, and junction boxes along the tower fiber route for damage, contamination, or improper termination. Use an Optical Time-Domain Reflectometer (OTDR) or optical light source/power meter to test fiber strand continuity, insertion loss, and identify any breaks or high-loss events. Inspect the media converter(s) or fiber-to-copper transceiver(s) associated with the tower cameras; verify power, link indicators, and device configuration. Check the fiber patch panel terminations at the headend for proper connector seating and contamination. Verify that fiber strands are correctly mapped and cross-connected to the appropriate camera feeds. If fiber damage or a faulty connector is found and a repair can be completed within the authorized scope (e.g., connector re-termination, patch cord replacement), technicians shall perform the repair immediately. Document all findings, including OTDR trace results, loss measurements, and recommendations for any repairs requiring specialized equipment or materials outside this scope. Access the CC9000 PACS management software and review the current status, event logs, and hardware diagnostics for all reported non-functional readers. Identify and record each reader by door name, controller address, and reader port assignment as reflected in the CC9000 database. Physically inspect each card reader for visible damage, LED status indicators, and proper mounting. Verify wiring integrity at each reader including power, data (Wiegand/OSDP), and ground conductors. Use a multimeter to measure voltage and continuity on each conductor pair. Inspect the associated access control panel (ACP) or sub-controller for each reader: verify power supply voltage, communication bus status, and LED/diagnostic indicators. Confirm reader addresses, communication protocol settings (Wiegand vs. OSDP), and tamper switch status within the CC9000 configuration. Test reader functionality using a known valid credential after any corrective action. Inspect door hardware (REX, door contacts, locks) to determine if associated peripheral devices may be contributing to reader or controller faults. Document each reader/controller by location, equipment ID, fault type, corrective action taken, and any recommended follow-up. Provide CC9000 software support (to include firmware and software updates, technical support for system troubleshooting, and software upgrades) for one year. Qualifications All personnel performing work under this Scope of Work shall meet the following minimum qualifications: Demonstrated, hands-on experience with Avigilon IP camera systems and ACC7-Enterprise VMS administration. Demonstrated, hands-on experience with CC9000 PACS hardware and software configuration. Proficiency in structured cabling, fiber optic testing (OTDR operation), and low-voltage electrical troubleshooting. Physical ability to work at heights if tower access is required to inspect fiber termination points at the tower base or intermediate junction enclosures. Deliverables # Deliverable Contents 1 Deficiency Assessment Report (Additional information provided below) Executive summary, complete deficiency log for all cameras and card readers, FboNotice cause findings, and photographs. 2 Corrective Action Summary Itemized list of all corrective actions performed on-site, including pre- and post-repair status for each device. 3 Open Items & Recommendations Prioritized list of unresolved deficiencies with specific recommended remediation steps, required materials, and estimated labor to complete. 4 Time and Labor Log Technician name(s), daily start/end times, tasks performed, and cumulative hours applied. Deficiency Assessment Report # Information Description 1 Location/Area Building number, room name, floor, and nearest landmark or door number. 2 Equipment Info Manufacturer, model number, serial number, and asset/equipment tag. 3 System VMS (Avigilon ACC7-Enterprise) or PACS (CC9000), as applicable. 4 Deficiency Clear description of the observed fault or failure condition. 5 Root Cause Technician s determination of the probable cause of the deficiency. 6 Action Taken Description of any corrective actions performed during this visit. 7 Resolution Resolved, Partially Resolved, or Requires Follow-Up. 8 Recommendation Specific recommended action(s) required to fully remediate unresolved deficiencies. 9 Materials/ Equipment Required List of parts, equipment, or specialty tools needed for full resolution. 10 Technician and Date Name of technician performing assessment and date/time of inspection. Repair Contingency The VA shall authorize a repair contingency fund not to exceed $17,869.00 for use at the discretion of the COR for immediate, necessary system repairs. The contractor must notify the COR of the known deficiency/repair and provide a detailed (labor, materials, travel, etc.) cost estimate. The contractor must receive approval from the CO and COR before conducting the work. Deficiencies identified by VA employees or third-party inspections, audits, etc. may also be repaired under this contingency. General Requirements Employees of the vendor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The vendor shall ensure all personnel working on this contract are aware of Medical Center rules pertaining to employee behavior and conduct. Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the VA Police. Employees may be banned from Medical Center property because of inappropriate or illegal behavior. The vendor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government because of employee misconduct. Tobacco Use is 100% prohibited on all VA property. The VA will not be responsible for storage of equipment, materials, or tools. It is the vendor s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable local, State, and Federal regulations. If any damage is done to the property and building, by the vendor, the vendor is fully responsible for bearing the costs of repair and interim costs for maintaining medical center operations. Hours of Work Normal working hours are 0700 1600 Monday to Friday, except for federal holidays. Preparation can be done during these hours. To reduce patient impact, all work that requires a utility outage will need to take place during afterhours (1700 0500) or during weekends. All work started shall be completed and the work area(s) ready for full operations no later than 0500 the following day, unless otherwise coordinated with the COR. All schedules and work hours shall be requested, coordinated, and approved through the COR. Security No badging is required for this requirement due to lack of need for vendor to be working onsite without VA supervision. Safety Whenever executing work within the proximity of live electrical equipment (including testing, voltage/current measurements, infrared scans, ultrasonic scans, and/or verifying a de-energized condition prior to performing work), the vendor shall provide and wear full and proper Personal Protective Equipment per the requirements of VHA Directive 1028, NFPA 70E. The vendor must also provide all lockout/tagout equipment required to secure electrical safe work conditions. References Contractors shall have ready access to the latest versions of the following references: NFPA 70B, Recommended Practice for Electrical Equipment Maintenance NFPA 70E, Standard for Electrical Safety in the Workplace OSHA Standard 29 CFR 1910 Parking/Laydown Area The vendor shall coordinate with the COR for parking at the facility. The vendor shall communicate the amount of space. At no time shall vehicles be parked on roadways, patient parking areas, the loading dock, etc. Period of Performance Period of Performance is 365 calendar days. Hospital operations shall take priority. Vendor shall do everything feasible to ensure the continuation of hospital operations.