SAM #HT001426RE008

Lenel & Milestone Security System Maintenance Services at WRNMMC

The Defense Health Agency (DHA), part of the Department of Defense, is seeking specialized maintenance and support services for integrated security systems at Walter Reed National Military Medical Center (WRNMMC). - Government Buyer: - Department of Defense, Defense Health Agency, Walter Reed National Military Medical Center, Operations Department - OEMs Highlighted: - Lenel (Lenel S2 OnGuard Access Control System) - Milestone (Milestone Video Management System) - Services Requested: - On-site maintenance, installation, configuration, and lifecycle management for Lenel OnGuard ACS and Milestone VMS - Two full-time Lenel OnGuard certified technicians (Service Technician II & III) - One full-time Milestone certified system administrator/technician - After-hours emergency support for Lenel OnGuard ACS - Monthly audits, troubleshooting, administrative reporting, and quality assurance - Certifications & Experience: - Lenel S2 OnGuard 8.2 Core Certification required for all Lenel technicians - Milestone Technical Configuration Level 1 & 2 certifications required for Milestone technician - Minimum 5-7 years relevant experience per technician role - Notable Requirements: - Compliance with physical security and onboarding procedures - Adherence to quality control and assurance standards - Annual workload estimated at 1920 hours per labor category - Emergency support outside normal business hours - Period of Performance: - Base year plus four one-year option periods - Support required Monday-Friday, 0800-1600, with emergency coverage after hours

Description

Department of Defense Defense Health Agency Performance Work Statement Lenel & Milestone On-Site Maintenance Support Services Operations Department Walter Reed National Military Medical Center, Bethesda, Maryland Solicitation Number: Version: Date:   PART 1 1.0 GENERAL INFORMATION 1.1 This is a non-personal services contract to provide Lenel & Milestone On-Site Maintenance Support Services for the Operations Department at Walter Reed National Military Medical Center (WRNMMC), Bethesda, MD. 1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS. 1.3 Background: The OnGuard Access Control System (ACS) supports up to 32 doors or other access points and includes comprehensive event logging, notification and escalation. The ACS provides configurable system status and response actions such as system lockdowns. Detailed, credential-driven user records and access history are documented in pre-defined and custom reports. The System includes: •    Web Interface •    Blade Support •    Solid-State Design •    Video Integration •    API Support •    Automated System Management •    Mobile App 1.3.1 Certification requirement: To ensure continuous, secure, and optimal performance of the physical security infrastructure at WRNMMC, technicians are required to hold certifications for both the ACS and the VMS. These certifications validate the technicians' proficiency in handling the complex configuration, installation, and daily maintenance of these integrated security platforms. For the OnGuard ACS, technicians must achieve and maintain the Lenel S2 OnGuard 8.2 Core Certification, primarily obtained through the Lenel Certified Associate (LCA) track. This training ensures technicians are fully capable of managing the backend architecture—such as database, Operating System, and SQL configurations—as well as the physical hardware and daily operational workflows like alarm monitoring and cardholder management. For the Milestone VMS, technicians must complete the Milestone Knowledge Program, specifically securing the Technical Configuration 1 and Technical Configuration 2 certifications. This multi-tiered certification ensures that technicians possess the advanced technical proficiency required to deploy, configure, and maintain highly complex video management installations across the enterprise network. 1.3.2 OnGuard ACS requirement Breakdown Requirement Area    Detail Required Certification    Lenel S2 OnGuard 8.2 Core Certification (Lenel Certified Associate – LCA track) Primary Objective    Maintain technician proficiency to guarantee the uninterrupted operational status of the ACS systems at WRNMMC. System Maintenance Breakdown    • Backend Infrastructure: Database and Operating System (OS) setup, alongside SQL server configuration. • Hardware Architecture: Installation, maintenance, and troubleshooting of access control panels and physical card readers. • Operational Systems: Management of alarm monitoring systems and administration of cardholder databases. 1.3.3 Milestone VMS requirement Breakdown Requirement Area    Detail Required Certification    Milestone Knowledge Program: Technical Configuration Level 1 & Technical Configuration Level 2 Primary Objective    Validate technician expertise in the comprehensive installation, configuration, and maintenance of complex VMS environments. System Maintenance Breakdown    • VMS Architecture: Installation and configuration of complex, enterprise-level VMS networks. • System Operations: Ongoing maintenance of recording servers, live video routing, and associated integrated camera infrastructure. 1.4  Objectives:  The contractor shall furnish two (2) Full-Time Equivalent (FTE) Lenel OnGuard certified maintenance technicians and one (1) Full-Time Equivalent (FTE) Milestone certified system administrator/technician to perform on-site tasks five (5) days per week. The hours of operation shall be 0800 to 1600 daily, on an annual basis. The base period of performance shall begin on July 1, 2026, and end on June 30, 2027. This agreement shall include four (4) consecutive one-year option periods, beginning on July 1, 2027, and ending on June 30, 2031. 1.5  Scope:  Service and Maintenance shall be performed in accordance with the specifications and terms of this PWS and IAW contractors’ Lenel & Milestone Support Services Proposal. 1.6  Period of Performance (PoP):  Base Year – July 1, 2026, through June 30, 2027 Option Year 01 – July 1, 2027, through June 30, 2028 Option Year 02 – July 1, 2028, through June 30, 2029 Option Year 03 – July 1, 2029, through June 30, 2030 Option Year 04 – July 1, 2030, through June 30, 2031 1.6.1  Transition:  Transition-in/transition-out period. Reserved. 1.7  Administrative specifications 1.7.1  Place of performance:  The work shall be performed at Walter Reed National Military Medical Center, Bethesda, Maryland. 1.7.2  Recognized Federal holidays:  Fulfillment and delivery of orders may be required on Federal holidays. New Year’s Day Martin Luther King Jr.’s Birthday Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day 1.7.3  Hours of operation:  The contractor is responsible for conducting business Monday through Friday, from 0800 to 1600 on an annual basis, except on recognized Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The contractor must always maintain an adequate workforce to ensure the uninterrupted performance of all tasks defined within this PWS when the Government facility is open. 1.7.4  Emergency Services:  On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. 1.8  Contractor travel:  Not Applicable. 1.9  Other Direct Costs (ODC):  Reserved. 1.10  Quality 1.10.1  Quality Control (QC):  The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. Government Quality Assessment and Improvement (QA&I). The Government will monitor the Contractor’s performance under this contract using the quality improvement/assessment procedures established by WRNMMC. Additionally, the Contractor’s performance is subject to scheduled and unscheduled review by a Quality Assurance Evaluator as defined by the WRNMMC QA Plan & AR 40-68. The contractor must provide a Quality Control plan within 30 days of contract award. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001. 1.10.2  Quality assurance (QA):  The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.11  Contractor personnel 1.11.1  CAC requirements:  For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel. 1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s). 1.11.2  Contractor onboarding and training.  The contractor shall complete all requirements, training, and forms per the following DHA instructions: 1.11.2.1  The DHA’s Onboarding Checklist for Contractor Employees is located at the DHA Onboarding and Offboarding Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx 1.11.2.2  The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available). Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.   1.11.3  Physical Security:  The contractor shall comply with DHA and WRNMMC Physical Security requirements. The requirements are not limited to, close circuit television, key and lock control, electronic security systems integrity, and automated access control security. 1.11.4  Key control:  The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO. 1.11.4.1  In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. 1.11.4.2  The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO. 1.11.4.3  Lock combinations:   The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP. 1.12  Key personnel (Contractor): The contractor shall designate a Contract Manager (CM) and an alternate to serve as the primary administrative Point of Contact (POC) for the DHA Contracting Officer (CO). The CM shall be responsible for the overall performance of the work and shall have full authority to act for the contractor on all matters relating to the daily operation of this contract. The names of these individuals shall be designated in writing to the CO. The CM or alternate shall be available for consultation between 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding Federal holidays or periods of government facility closure. The CM and alternate are considered corporate administrative personnel; their services shall be provided as an indirect cost/overhead function and shall not be billed as a direct labor charge to this contract. 1.13  Data rights:  The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not rescind any other Government rights. 1.14  Reporting 1.14.1  Contractor Manpower Reporting (CMR):  Reserved.   1.14.2  Non-Disclosure Agreement (NDA):  All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA Contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The Contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR. 1.14.3  Government’s COR:  The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:  assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel.  A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.  The COR is not authorized to change any of the terms and conditions of the resulting contract. 1.14.4  Post award conference/periodic progress meetings:  The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5.  The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.  At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.  Appropriate action shall be taken to resolve outstanding issues.  These meetings shall be at no additional cost to the government. 1.15  Contractor Identification 1.15.1  Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company.  All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings.  The contractor shall:  Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel.  Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel.  Include a title block in all emails that states the fact that the person is contractor support personnel.  Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel. 1.15.2  Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order.  Contractor personnel shall make their contractor status known during introductions. 1.15.3  Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services. 1.16  Contractor Access to Health Affairs (HA)/DHA Network(s)  1.16.1    FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete 1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The Contractor shall be prepared for this process as it could take two (2) or more weeks. The Facilities Security Officer/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation. 1.16.2    Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date. 1.17  Personnel Security 1.17.1    The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program,” December 19, 2005 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs”, DoDI 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” dated April 3, 2017. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements: 1.17.1.1  Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 681-6777. 1.17.1.2  Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI). 1.17.1.3  DHA Personnel Security Office will deny any access to any automated information system (AIS), network, or CUI if a contractor receives an unfavorable adjudication, or if information that would result in an unfavorable adjudication becomes available.

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