Rider 101 Scope of Work

Transcription

1 Rider 101 Scope of Work ELECTRONIC SECURITY SYSTEM INSTALLATION & SERVICES Section I Introduction The University of Texas M. D. Anderson Cancer Center (M. D. Anderson), located in Houston, Texas, has over 17,000 employees housed in various locations throughout its Main Campus located at the Texas Medical Center, as well as South Research Campus support buildings located approximately one (1) mile south of the Main Campus. Additionally, Research facilities are located in Bastrop and Smithville, Texas approximately 125 miles west of Houston. The University of Texas at Houston Police Department (UTPD) is a fully accredited police agency that is charged with providing for the safety, security and protection of all M. D. Anderson facilities and employees. Within that purview the UTPD has primary responsibility for oversight of the installation and ongoing maintenance of the M. D. Anderson electronic security system. UTPD has an in-house technical services component that maintains and provides preventative maintenance to the existing security system infrastructure. The current electronic security system used throughout M. D. Anderson consists of both access control and Closed Circuit Television (CCTV) components. The access control component currently utilizes the Software House (SWH) C-Cure 8000 application. The head end uses the EMC software Legato Co-Standby Server product to provide the institution with a system redundancy solution. The access control system consists of approximately 300 SWH ISTAR controllers and 90 apc/8x Advanced Processing Controllers, 3400 proximity or iclass card readers and 11,700 alarm points. Other current security hardware consists of door alarms, card readers, duress buttons, delay egress alarms and various other door hardware devices. The CCTV system utilizes a Vicon V1500 matrix switch with a main and two satellite devices deployed. There are approximately 95 digital video recorders (DVRs) with attached Redundant Array of Independent Disks (RAID) storage devices. The DVRs utilize the Pelco (Integral), Intellex, Nice and Vicon platforms to record approximately 1,600 cameras. The cameras are monitored at various locations throughout the institution via either the switch or the appropriate remote monitoring application. Definitions Tier I An application or device designated as Mission Critical to the institution. These include: C-Cure 800/8000 application Legato AAM/Replistor application Tier II An application or device designated as Mission Critical to UTPD. These include: Vicon V1500 Matrix Switch Digital Video Recorders Nice AMS application Vicon Nucleus Tier III Misc. applications and devices. These include: Digital Video Recorder Remote Viewing Software ISTAR and APC Security Controllers Terminal and Device Servers 1 of 8 MDA Contractor

2 Tier IV All others not listed RFP # Security System/jjf Normal Business Hours 7:00 AM 4:00 PM Monday through Friday Overtime Hours 4:01 PM 6:59 AM Monday through Friday. All day Saturday and Sunday. System Acceptance The date when verification is made to the parties and the system acceptance document are fully executed to indicate that all installed components are functioning properly and all punch list items have been resolved. The UTPD Functional Performance Testing (FPT) document is the designated system acceptance document. Section II General Requirements II.I Certifications The following certifications must be met locally [within two (2) hour drive time of the Main Campus or six (6) hours drive time to Smithville/Bastrop] to ensure appropriate troubleshooting and response efforts. The Contractor is responsible for maintaining all certifications throughout the life of the contract for both Contractor and any sub contractor. Copies of all certifications will remain on file in UTPD s Office of the Director of Police Administrative and Support Services. Tier I: Microsoft Certified Systems Engineer (MCSE) C-Cure 800/8000 Installer/Maintainer with Istar (or higher) Legato AAM/Replistor Tier II: C-Cure 800/8000 Installer/Maintainer with Istar (or higher) Nice Technical Certification Training Pelco Digital Sentry Product Certification Intellex & Network Client Certification Course (or higher) V1500 Tier III: C-Cure 800/8000 Installer/Maintainer with ISTAR (or higher) Tier IV: None Required* *Cable pulling and other miscellaneous tasks can be performed by non-manufacturer certified technicians II.II Solutions Planning Representation The Contractor will provide two written methodologies for solutions delivered to address the following examples of system level deficiencies. Verifiable timelines must be provided for each example. 1. Provide an example of a manufacturer programming problem found in the C-CURE 800/8000 and how it was resolved through SWH. 2. Provide an example of a recovery from a failure at a CCTV matrix switch (preferably the Vicon V1500). 2 of 8 MDA Contractor

3 II.III Discretionary Labor Bank RFP # Security System/jjf For every five hundred thousand ($500,000) dollars of institutional spend invoiced toward the agreement, the Contractor will credit or bank forty (40) Tier III labor hours to be used at UTPD s discretion during the course of the agreement. Institutional spend includes UTPD and non-utpd spend, including spend through General Contractors. UTPD Project Management will notify the Contractor when this milestone is reached and publish a report documenting hours accrued. Contractor will report all institutional spend, including that through General Contractors, at each Quarterly Business Review described in Para. II.V below. II.IV Dedicated Staffing During the life of the agreement the Contractor will provide the following dedicated staffing with the listed responsibilities. Resumes and documented evidence of all certifications of proposed dedicated staffing must be provided as part of this proposal. Account Manager Main Point of Contact Provides all Project Pricing Attends all Planning & Design Meetings Continuing Education on New Technology Help Coordinate all Project Functions Project Manager Tier III Certifications or higher Responsible for installation of all projects Provides project scheduling On-Site Field Supervisor Tier II Certifications or Higher Responsible for daily supervision of installation crews Responsible for quality assurance Configuration of Tier II devices 2 nd Project Manager Tier II Certifications or Higher For every fifty (50) ongoing MD. Anderson projects, the Contractor will provide one (1) additional Project Manager dedicated exclusively to M.D. Anderson projects. Standard service jobs or work will not be counted as part of the project totals. Ongoing projects will generally be described as those projects that have not reached system acceptance. M.D. Anderson's Senior Project Manager and the Contractor s Account Manager will review current project totals on an ongoing basis but no less than during their monthly true-up to discuss the status of M.D. Anderson s labor balance. M.D. Anderson at its discretion reserves the right to reject any proposed Contractor Project Manager for good cause. Field Technicians Tier III Certifications or Higher Complete repairs, installations and configuration of Tier III devices Field Installers Tier IV Certifications or Higher Complete repairs, installations and configuration of Tier IV devices 3 of 8 MDA Contractor

4 II.V Pricing Contractor pricing submitted on Riders 102-A, 102-B and 102-C will be extended to all M. D. Anderson projects regardless of whether UTPD or non-utpd projects. M. D. Anderson reserves the right to negotiate improved pricing on certain large projects as mutually agreed upon between the parties. UTPD and Contractor will review pricing every six (6) months to ensure discount against manufacturer s list price reflects the current market. Any change made to price must be agreed upon by both parties and documented in an Amendment to the current Agreement. II.VI Quarterly Business Reviews (QBR) Contractor s Account Manager and Project Manager (or higher) will be required to schedule QBR with UTPD management to discuss the following: Provide previous Quarter Sales History Report, to include volume in support of General Contractor s work on projects not initiated by UTPD How well Contractor is meeting UTPD s expectations Overall performance review Identify gaps between contractual requirements and actual project performance by Contractor or M. D. Anderson. Outline corrective action as necessary Section III Functional Requirements III.I Project Management The Contractor s Project Manager (or higher) will be required to attend regularly scheduled (typically weekly) UTPD project update meetings. During this meeting the Contractor s representative will provide accurate updates to all current security projects. Within three (3) business days of project update meeting, Contractor will provide UTPD Project Management with draft minutes of the meeting for UTPD review and approval. Contractor will be responsible for publishing the approved minutes. Upon receipt of a valid project Purchase Order the Contractor s Project Manager will order all equipment and provide a timeline for completion of the project to UTPD Project Management. If, as the project progresses, the Contractor determines that the agreed upon timeline cannot be met, the Contractor will immediately notify UTPD Project Management in writing. III.II Equipment Installations Contractor s company and Contractor personnel assigned to M. D. Anderson will be licensed alarm installer/monitor/salesperson by the Texas Department of Public Safety. Contractor must provide proof of all licensing to the UTPD Director of Police Administrative and Support Services where it will be kept on file. Contractor has responsibility for providing UTPD with all current licenses. 4 of 8 MDA Contractor

5 All installations will be in accordance with M. D. Anderson s Electronic Safety and Security Specification Division Review complete document at: The installation and upgrading of new security systems will be handled on a Project by Project basis. Contractor will receive a "Request for Proposal' for each unique scope of work under this agreement. Upon successful negotiation of the proposal, a unique and separate Purchase Order will be issued for each separate unique Project. Contractor must reference both the unique Purchase Order number as well as the individual Project Number on all invoices and correspondence. The Contractor will notify UTPD Project Management of any M. D. Anderson Request for Proposal that is not originated by UTPD. This notification will take place immediately upon receipt to allow UTPD Project Managers to determine the alignment of the proposed project with existing UTPD standards and to properly facilitate the completion of the project. The Contractor will also be responsible for programming the software for all security related devices located at all M. D. Anderson buildings with the exception of the cardholders, clearances and door groups. All system programming will be done during normal business hours at the technical services workshop. As well as installation and upgrading existing systems, the Contractor will be asked to propose installation of new building systems. Contractor will be responsible for providing all supervision, labor and material to complete all projects assigned. Contractor must receive advanced authorization from UTPD prior to replacing any infrastructure the Contractor deems as unusable for all projects. III.III Repairs All requested repairs will be initiated by UTPD Project Management or UTPD Technical Services Supervisors. Upon notification, the Contractor shall immediately assign a unique and trackable incident number to the request and forward this information to the requesting party. Repairs to the access control and CCTV systems not related to an installation project will be completed within twenty-four (24) hours of site arrival in order to limit the service interruption. Upon completion of repair, Contractor will deliver completed service ticket to the UTPD Technical Services Manager. All repair work will have, at a minimum, a one (1) year parts and labor warranty from the date of system acceptance. The Contractor will provide pricing for all normal and after hours non-warranty work as part of this agreement using Rider 102-B Labor Rates Pricing Schedule as maximum allowable rates. III.IV Temporary On-Site Technical Staff Augmentation The Contractor will provide hourly rate pricing for temporary on-site technical staffing for all previously defined tiers during normal and after hours deployments. Such temporary Contractor staff shall work only those hours designated and approved by UTPD. The number of staff and the length of each engagement for temporary on-site technical staff will be determined by the UTPD Director of Police Administrative and Support Services or his designee. 5 of 8 MDA Contractor

6 This Contractor staffing, if requested by M.D. Anderson, will be used to assist UTPD technical services in meeting the mission and vision of the institution. Duties of Contractor s temporary on-site technical staff may include, but are not limited to: Maintain CCTV Network, i.e., minimize disruptions of video recording hardware and support video monitoring applications across M. D. Anderson. Assist in completion of outstanding projects or installation of cameras in UTPD projects. Maintain the Access Control System, i.e., minimize disruptions of electronic security devices Assist M. D. Anderson employees to develop skill competencies required for any designated assignments regarding CCTV or Access Control work. The Contractor will provide staffing under the following timelines: Tier I 30 days or less Tier II 14 days or less Tier III or IV 7 days or less The Contractor will provide pricing for temporary on-site technical staff using Rider 102-B Labor Rates Pricing Schedule as maximum allowable rates. III.V Functional Performance Testing Upon completion of all projects, the Contractor will complete a pre-test of all devices and forward a completed UTPD Functional Performance Testing (FPT) document to UTPD Technical Services within seven (7) calendar days. This documentation will then be used by UTPD to note any deficiencies not discovered during Contractor pre-testing. If necessary, UTPD will prepare a punch list of outstanding items and will forward it to the Contractor for resolution. All outstanding items must be remedied by the Contractor within thirty (30) days. If the item cannot be addressed within thirty (30) days, Contractor will provide a written explanation to UTPD Project Management. Final acceptance will occur only when verification is made to the parties and UTPD system acceptance (Functional Performance Test) document is fully executed to indicate that all installed components are functioning properly and all punch list items have been resolved. A sample FPT document is attached to this Scope as Attachment A. III.VI Performance Measurement The Contractor s performance will be measured based on quality of work, timeliness and other metrics. This measure will be used in determining the appropriateness of any extension to this contract and will be based on the following: 1. Routine non-project repairs to access control and CCTV systems not completed in 24 hours of UTPD request. 2. Number of punch list outstanding items not remedied within 30 days. 3. Number of projects initiated without the knowledge or approval of UTPD. IV.I Warranty Section IV Support Requirements All new installations will have full warranty coverage for both equipment and labor for a period, at a minimum, of two (2) years following the date of system acceptance. 6 of 8 MDA Contractor

7 All Tier II, III and IV warranty work will be performed during normal business hours. Tier I warranty work will be scheduled to limit the system disruption and its impact to UTPD and M.D. Anderson operations. IV.II Application and Product Support Contractor will provide all application and product on-site support twenty-four (24) hours and seven (7) days a week (24/7) at no cost to M. D. Anderson. The Contractor will respond to the requested site on the Houston campus within two (2) hours or less to any service request initiated by UTPD Project Management or UTPD Technical Services Supervisors. Response time to the Smithville/Bastrop campus is 6 (six) hours or less. The Contractor will provide an advanced replacement for any Digital Video Recorder that cannot be repaired upon Contractor s arrival on-site. All support (on-site and telephone) for any properly licensed feature of the Tier I applications will be provided at no cost. This does not include application crashes unless they are the result of a manufacturer or Contractor error. Contractor will provide telephone support, regardless of Tier, on a 24/7 basis at no cost to M. D. Anderson. IV.III Software Service Agreements and Upgrades All Tier I software service agreements will be included at no additional cost. The Contractor will provide all Tier I software upgrades, patches, modifications, bug fixes, enhancements, updates, etc.; and all associated labor, to include at a minimum, of twenty five (25) client workstations, at no additional costs. All work to be performed after normal business hours at the discretion of UTPD. IV.IV Continuing Education The Contractor will provide no cost Continuing Education sessions that shall accommodate multiple shifts within UTPD operations. A minimum of three (3) sessions shall be offered per calendar year. Sessions shall include, but are not limited to, product demonstrations, seminars, product research and system & technology planning at no cost. All engineering and system design will be performed at no cost. IV.V Equipment Returns The Contractor will be responsible for the initiation of return merchandise authorizations (RMAs) for all warranty and non-warranty equipment, including but not limited to Digital Video Recorders, regardless of the original purchasing party. The Contractor will provide an advance replacement at no charge until the device requiring repair is returned. 7 of 8 MDA Contractor

8 ATTACHMENT A RFP # Security System/jjf 8 of 8 MDA Contractor