Office of Contracting and Procurement REQUEST FOR …app.ocp.dc.gov/Award_attachments/CW45012-Base...The award will be made (under the exemption provisions of the PPRA Sec. 413) for

REQUEST FOR QUOTATION

TO: CERTIFIED CONTRACTORS

Solicitation No.: RQ923256/CW45012

Caption: FY 16 –HSEMA- CCTV Recording Equipment and Software Upgrade

Issuance Date: June 24, 2016

Due Date: July 14, 2016

The Office of Contracting and Procurement (OCP) on behalf of the Homeland Security and Emergency Management Agency (HSEMA) seeks a certified vendor to implement the equipment and software upgrade of the existing Closed-Circuit Television (CCTV) Video and Recording Server Systems at the Franklin D. Reeves and HSEMA facilities.

1. Quotation Submission Requirements

The request for quotation shall be submitted as “Request for Quotation in response to Solicitation No. RQ923256 “FY16-HSEMA-CCTV Recording Equipment and Software Upgrade” and is exempt from competition per the PPRA Sec. 413. The quotation shall, at minimum, include:

1) Consideration of the requirements in accordance with Section 3 (Table 1); 2) Completed Price Schedule (Attachment B); and

2. The quotation should be submitted electronically

3. Questions may be referred to [email protected]. 4. Term of Contract

The period of performance shall be for one year from the date of award.

GOVERNMENT OF THE DISTRICT OF COLUMBIA

Office of Contracting and Procurement

Task Order Agreement CW45012 Page 2

ATTACHMENT A:

SPECIFICATIONS/WORK STATEMENT

1 SCOPE OF WORK The District of Columbia Homeland Security and Emergency Management Agency (HSEMA) is the lead agency for the coordination of homeland security and emergency management efforts to mitigate and recover from threats and hazards in the City. HSEMA’s mission is to serve as the hub for the maintenance of the District’s emergency management program which involves prevention, protection, mitigation response and recovery. The purpose of this solicitation is to procure Aventura Video Management Servers, and the associated software upgrade for HSEMA’s existing Aventura system. As part of this scope, the contractor will provide for the provision, installation, configuration, training and maintenance of a fully integrated end to end solution at the Franklin D. Reeves and HSEMA Unified Communications Centre (UCC) facilities located at 2000 14th St NW, Washington, DC 20009 and 2720 Martin Luther King Jr Ave. SE, Washington DC 20032 respectively.

The Contractor shall furnish the labor, material, and equipment needed to design, upgrade and maintain the Aventura Video Management System at both locations. The system is proprietary which means that the security upgrade must be compatible with existing Aventura Technologies equipment, recommendations and specifications. Indeed, no change in the specifications of standards, materials or services will be authorized for this statement of work. Previously owned, refurbished, remanufactured, counterfeit, “gray market” or substitute third party items will not be accepted.

The award will be made (under the exemption provisions of the PPRA Sec. 413) for a Firm Fixed Price and Cost Reimbursement Hybrid contract. The agency is requesting a Task Order award on GSA Contract Number GS-07F-0391V (84 Total Solutions for Law Enforcement, Security, Facilities Management, Fire, Rescue, Clothing, Marine Craft and Emergency/Disaster Response) for a base and four (4) options.

1.2 DEFINITIONS/ACRONYMS Exhibit A (Price Schedule), Exhibit B (Service Level Agreement) & Exhibit C

(Preventive Maintenance Checklist) 1.2.1 AD – Active Directory is the umbrella name for a broad set of directory based identity

related services. For instance a server running AD DS (Domain Services) is called a domain controller that authenticates all users and computers in a window environment, for assigning and enforcing policies for installation and software updates.

1.2.2 CCTV – Closed-Circuit Television CCTV) or video cameras are used for surveillance

with optional detection and alerts features recorded directly to network attached storage devices. Aventura’s Centralized Management Server operates through a single platform providing pinpoint monitoring to facilitate both live viewing and recording. Permissions can be configured on a per-camera basis. In all, the Central Management


Server supports centralized use, managed global display groups, system monitoring and report features. The server maintains a database of system events.

1.2.3 CMS – Central Management Server (CMS-SERIES-01) allows for intelligent data to be

pushed out to clients on login. The CMS- Series Server has a built in redundant power supply and can be configured to run in pairs to produce a fully redundant system. In the event of a disruption, primary and back up servers together with hot swappable supply features allows for seamless continuity of users, administration and service.

1.2.4 DVR – Is a digital video recorder (DVR) is an electronic device or application software that records video in a digital format to disk drive, USB flash drive, SD memory or other local or networked storage devices. More advanced CCTVs deploy DVR technology to leverage higher performance and optional features such as motion detection and alerts.

1.2.5 FIPS – is the Federal Information Processing Standard (FIPS) designed to support data integrity and information security.

1.2.6 HDD – Are data storage devices used for the storing and retrieving of digital information.

1.2.7 HSEMA – Homeland Security and Emergency Management Agency (HSEMA)

1.2.8 LDAP - Lightweight Directory Access Protocol (LDAP) - is the standard open protocol for accessing and maintaining distributed directory information services over an Internet Protocol (IP) network. The LDAP directory services are based on a client-server model and can manage a plethora of operations such add, delete and modify.

1.2.9 MJPEG - is a video compression format in which an interlaced field of video sequence can be compressed as a JPEG image. MJPEG are effectively deployed in IP Cameras.

1.2.10 NVR – Enterprise Network Video Recorder

1.2.11 OCP – Office of Contracting and Procurement

1.2.12 PM – Preventive Maintenance

1.2.13 PTZ – A pan-tilt- zoom (PTZ camera) offers remote directional and zoom control features.

1.2.14 RAIDS – Networked attached storage (NAS) is a file level computer data storage server attached to a computer network for the purpose of providing data access to heterogeneous groups of clients. Networked appliances which contain one or more storage devices, arranged in redundant storage containers are called RAIDs, which are simply a redundant array of inexpensive disks.

1.2.15 TB – A Terabyte of digital information or 1000 gigabytes (one billion bytes) is equivalent to one trillion bytes.

1.2.16 UCC – Unified Communications Center


1.2.17 USGCB - is the United States Government Configuration Baseline (USGCB) is the

initiative to provide federal agencies with the best practices related to security configuration settings in secure IP and wireless environment.

1.2.18 VMS – Video Management Server (NVR- 3U-12TB) 1.3 TABLE 1 (Tasks/Deliverables) HSEMA, Aventura Video Management Server and Services Procurement

Task Description:

Task 1 • Procurement of Aventura Video Equipment

Task 2 • Installation and Configuration Services

Task 3 • Configuration, Commissioning & Testing

Task 4 • Preform acceptance testing /Inspections

Task 5 • Onsite Training • Delivery of training guides and materials

Task 6 • Project Management- • Proposed Project Schedule in Microsoft Project Format

Task 7

• Preventive Maintenance Services (PMS) – See Exhibit C • Quarterly Onsite Maintenance • Telephone and technical Support • Hardware & Software updates & Configuration • Troubleshooting and repair of defective equipment outside

scope as needed The vendor is expected to deliver detailed tasks and schedules, for the fully integrated

Aventura turnkey solution with the requisite compatible warranties, support and preventive maintenance.

2 BACKGROUND

The District of Columbia Homeland Security and Emergency Agency (HSEMA) coordinates homeland security and emergency management efforts to ensure that the District is prepared to mitigate and recover from all threats and hazards. HSEMA accomplishes this role by developing emergency preparedness plans and procedures in concert with District agencies, business and regional stakeholders. HSEMA’s emergency preparedness, community outreach and training programs raise the level of situational awareness for first responders, city employees and private-public partners. The agency serves as the focal point for the public safety coordination of local and special events. Alert DC and the HSEMA Mobile App all deliver important information that can be leveraged before, during and after an emergency.


As part of its mission DC HSEMA will award the solution upgrade of the existing CCTV Video and Recording Server system located at the Franklin D. Reeves and HSEMA (UCC) locations. The procurement will be for the equipment install and support for the current Aventura Video Server system. DC HSEMA requires that the installation and configuration of services be performed by an Aventura Corporation accredited supplier organization to ensure that all components are compatible and integrated into a full turnkey solution that will not void or interfere with existing warranties and support.

3. TECHNICAL REQUIREMENTS AND DELIVERABLES The Contractor shall be responsible for providing all labor, materials and equipment

necessary to furnish, install and configure the Aventura Video Management Software and equipment. The system requested shall consist of all necessary equipment, install, configuration and testing documented in Tasks 1, 2 and 5.

3.1 Equipment and Services

The selected Vendor will supply the following equipment and supporting software from Aventura Technologies, Inc., as outlined in the tasks below.

The Contractor will provide the following equipment components: 3.1.1 Task One: Aventura Video Management Equipment 3.1.1.1 (1) – (CMS-SERIES-01) - Enterprise Central Management Server, Six Core Processor,

4TB RAID Storage with Redundant Power Supply 3.1.1.2 (8) – (NVR-3U-12TB) – Enterprise Network Video Recording Server with 12TB Hot-

Swappable Storage, Hardware RAID 10 and Redundant Power Supply 3.1.1.3 (200) – (SWR-NVS-01) – IP Camera Software Licensing (1 Channel) 3.1.1.4 (4) – Four base options years providing licensing and annual support 3.1.2 Task Two: Installation Services

The Contractor will be required to perform a complete and proper installation of services for equipment and software specified in the above sections as part of the SOW. Thus the scope of installation services will comprise the following:

3.1.2.1 The Contractor shall provide 40 hours of installation services for the Aventura Server(s)

installation and configuration. 3.1.2.2 Professional Qualifications and Experience (for deployed resource) Work shall be completed by technicians trained and certified in the Aventura Server-

software technology. 3.1.3 Task Three: Configuration, Commissioning & Testing


The Contractor will be required to perform complete and proper configuration, commissioning and testing services for the equipment and software specified in the above sections as part of the scope. These services will constitute the following:

3.1.3.1 The Contractor shall provide configuration and commissioning services on all equipment and software installed as part of the proposal and consistent with the manufacture’s specification and design.

3.1.3.2 The Contractor shall schedule work with DC HSEMA resources to gain access to

building locations and equipment required for the proper configuration of the system. 3.1.3.3 The Contractor shall engage DC HSEMA in the final testing of the system once the

configuration and commissioning of the system has been completed. 3.1.4 Task Four: Test Acceptance/Inspections

Prior to the final approval, the Contractor:

3.1.4.1 Shall do a demonstration and complete system walk-through of the entire system, including each monitor that is part of the proposal work to designated DC HSEMA representative(s) prior to system acceptance.

3.1.4.2 Shall create User Acceptance Test Plans, for approval by the Contract Administrator

(CA). 3.1.4.3 All items that are part of the system test plan should pass the testing process prior to

system acceptance. 3.1.4.4 Shall ensure that all devices are working correctly throughout the system. 3.1.5 Task Five: Training 3.1.5.1 The Contractor shall provide onsite, face to face training for DC HSEMA selected

resources related to the system administrator. 3.1.5.2 The Contractor shall provide appropriate training guides and materials to the DC

HSEMA personnel that will be trained as administrator. 3.1.6 Task Six: Project Management

The Contractor shall provide detailed listings and schedules of all deliverables related to the project upgrade. The Contractor shall respond to all CLIN items and all deliverables including:

3.1.6.1 The Contractor shall provide a schedule for the design, installation and integration of all deliverables.

3.1.6.2 The Contractor shall provide a detailed project work breakdown schedule in Microsoft

Project format.


3.1.6.3 The Contractor shall be solely responsible for the performance of the project management functions necessary to ensure the successful completion of all phases of the project, including but not limited to the following:

3.1.6.3.1 The Contractor shall identify a Project Manager(s) for the duration of the project. The

Project Manager as the “Key Personnel” resource will be evaluated accordingly. The CA retains the right to interview and approve the Project Manager(s) and other key management team members.

3.1.6.3.2 The Project Manager shall assure performance by reviewing all specifications and

familiarizing the Contractor with the requirements. 3.1.6.3.3 The Contractor shall develop a “Project Management Plan” that includes all tasks and

milestones implicit in the requirements and SOW. 3.1.6.3.4 The Project Manager will be responsible for the scheduling of performance, system and

delivery updates to the CA in a timely fashion. 3.1.6.3.5 The Project Manager as the point of contact between the Contractor and the Agency will

work with the CA to resolve gaps and performance issues. 3.1.6.3.6 The Project Manager will assure and relay the timely submission of deliverables (such

as installation documentation and wiring diagrams) to the CA. 3.1.6.3.7 The Project manager shall also work with the CA to ensure the effective coordination

and delivery of all training requirement deliverables. 3.1.7 Task Seven: Preventive Maintenance 3.1.7.1 The vendor is expected to provide reliable quarterly ongoing preventive maintenance

and support for the entire security upgrade.


Exhibit A

CLIN SIN Project

Task Part No. Description

Qty/

Hr Unit Price ($) Estimated Ext.

Price

Equipment

0001 426-4S

1 CMS SERIES

Enterprise Central Mgmt Server, Six-Core Processor, 4TB RAID Storage and Redundant Power Supply-Aventura Technologies, Inc. CMS Series Central Management RAID Server with Redundant Power and Gigabit Ports, includes Enterprise Central Management Software (LDAP/AD, centralized event, camera aggregation, groups, updates, health status)(for use exclusively with Aventura Technologies Inc. NVR Servers) (Must be compatible with existing Aventura Technologies, Inc. CMS Series Equipment)

1 $ 12,000.00 $ 12,000.00

0002 426-4S

1 NVR-3U-

12TB

Enterprise Network Video Recording Server, Six-Core Processor, 4TB RAID Storage and Redundant Power Supply. Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server with 12TB Storage, H.265/H.264/MJPEG Codec Support, Triple Redundant Power, Dual Gigabit Ports, Support for up to 20MP Cameras, 500Mbps throughput, FIPS140-2/USGCB/DIACAP Compliant (included enterprise video management, enterprise remote client, enterprise smartphone) (Must be fully compatible with existing Aventura Technologies, Inc. NVR-3U Series NVR) 5 Year Warranty

8 $ 10,800.00 $ 86,400.00

0003 1 1 SWR-NVS-

01

SWR-NVS-01 IP Camera Software License (1 Channel) - Aventura Technologies, Inc. IP Camera Enterprise Software License for Aventura Technologies, Inc. NVR-3U Enterprise PC-Based RAID Series NVR with Vantage Video Management Software Suite Version 8.5 (Must be fully compatible with existing Aventura Technologies, Inc. Vantage Video Management Software v7x-v8.5x)

200 $ 150.00 $ 30,000.00

Subtotal (Equipment) $ 128,400.00


CLIN SIN Project

Task Part no. Description

Qty/

Hr Unit Price

($) Estimated Ext.

Price

Install Labor & Training (with 5 year Warranty) NTE Not to Exceed Cost

0004 246-60-1

2&3 Senior Field

Engineer

Install, program, configure and provision one (1) Aventura Technologies CMS Series Central Management RAID Server in existing equipment rack.

4 $ 41.11 $ 164.44

0005 246-60-1

2&3 Senior Field

Engineer

Install, program, configure and provision eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server in existing equipment rack.

24 $ 41.11 $ 986.64

0006 246-60-1

2&3 Senior Field

Engineer

Install, program, configure and provision two hundred (200) existing camera software licenses on the eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server in existing equipment rack.

4 $ 41.11 $ 164.44

0007 246-60-1

3&4 Senior Field

Engineer

Connect, test and certify two hundred twenty four (200) existing cables in existing racks

8 $ 41.11 $ 328.88

0008 246-60-1

2 Senior Field

Engineer

Connect two hundred (200) existing cables to the seven (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server

8 $ 41.11 $ 328.88

0009 246-60-1

3 Senior Field

Engineer

Integrate, program, configure and provision the eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server into the one (1) Aventura Technologies CMS Series Central Management RAID Server

8 $ 41.11 $ 328.88

0010 246-60-1

5 Trainer I Conduct one day onsite training course on administration and operation of the system installed by Contractor

8 $ 37.23 $ 297.84

0011 6 Project Manager

Project Management (included in the overall Turnkey solution)

INSTALLATION MUST BE COMPLETED BY AN AVENTURA TECHNOLOGIES CERTIFIED ENTERPRISE ENGINEER AND AN AVENTURA CERTIFIED DEALER

NTE Subtotal (Install Labor & Training) $ 2,600.00


CLIN SIN Project


Qty/

Hr Unit Price

($) Estimated Ext.

Price

HSEMA PM Program (Annual Hardware & Software PM & Onsite Repairs)- SLA NTE Not to Exceed Cost

0012 246-52

7 Security Technician

Quarterly Preventive On Site Maintenance on Aventura Video Management Hardware and Software

40 $ 74.68 $ -

0013 246-52

7 Travel/Lodging for quarterly visits and unscheduled repairs

1 $ 5,000.00 $ -

0014 246-52


Telephone and technical support for HSEMA staff and support personnel for the one year initial period

52 $ 74.68 $ -

0015 246-52


Hardware and software updates and configuration

40 $ 74.68 $ -

$ -

HSEMA –Special PM Services

0016 246-52


Repair work on defective equipment outside the scope of the Service Level Agreement (available at same labor rate of $74.68)

0 $ 74.68 $ -

Subtotal (Special PM Services) $ -

NTE Grand Total (Base Year)* $ 131,000.00

4 PERIOD OF PERFORMANCE AND DELIVERABLES 4.1 TERM OF CONTRACT

The period of performance shall be 12 months from date of award.

4.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

4.2.1 The District may extend the term of this contract for a period of four (4) one-year option

periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the District will give the Contractor preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the District to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract.

4.2.2 If the District exercises this option, the extended contract shall be considered to include this option provision.

4.2.3 The price for the option period shall be as specified in the Section 6 of the contract.


4.2.4 The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

4.2.5 Notwithstanding the foregoing, any option to renew is dependent on Contract No. GS-23F-

0134N. 4.3 DELIVERABLES 4.3.1 BASE YEAR

Deliverable/ Description QTY/HRS

Format / Method of Delivery Due Date

Task One Equipment Shipping one (1) Pallet and nine(9) cartons

Before June 30,2016

CMS SERIES-01-Enterprise Central Management Server

1

Enterprise Network Video Recording Server

8

IP Camera Software License (1 Channel)

200

Provide packing list to ensure all applicable equipment is delivered

PDF Document Before June 30,2016

Task Two Installation Services

Install equipment must be completed by Aventura Certified Enterprise Engineer and Dealer, upon receipt of camera and /or encoder information

Onsite Support Within three weeks after contract award

Task Three

Configuration, Commissioning & Testing

The Contractor shall provide configuration & commissioning services for all equipment installed in accordance with manufacture specifications

1 Onsite Support Not later than four weeks after the start of the contract

Contractor Shall work with DC HSEMA to access building and equipment to configure and provision system

1 Onsite Support and HSEMA resources

No Later than 15 business days after the start of the Contract

Provide Weekly Written Updates on project status

1 Microsoft Word Document emailed to HSEMA Project Manager

Every Friday beginning through completion of install

Task Four Test Acceptance/Inspections The Contractor shall perform

a demonstration & complete system walk-through for the entire system

1 Onsite Support and installation

Not Later than 15 business days after start of Contract


Task Five Training A comprehensive version of

the vendor’s one day onsite Training course of the installed system by contractor will be administered to the selected agency resource identified by the system administrator

2 flash Drive

and 10 Hard

Copies

Onsite Support including training guides and materials

Not later than 15 days after the start of the contract

Task Six Project Management (PM)

The Contractor shall provide a “Project Management Plan” that outlines all tasks and milestones for the design installation and integration of the security upgrade

1 Microsoft Project format emailed to HSEMA

Not later than one week after the start of the contract

The Vendor shall Identify Project Manager for the duration of the project to ensure timely submission of all deliverables including installation, documentation, wiring diagrams, and all performance issues related to the upgrade

1 Support Resource One week after contract award

Deliver Schematics 1 flash Submitted via email to HSEMA Program Staff

On week after contract award

Task Seven

Preventive Maintenance Ongoing

Quarterly Preventive On Site Maintenance

40 Onsite Support

Travel & Expense (Based on GSA pricing) for quarterly visits and unscheduled repairs

1 Onsite Support

Telephone and technical support for HSEMA staff and support personnel. Provide 24X7 Toll-Free Help Desk Support.

52 Help Desk, email and Onsite Support


40 VPN remote access

Service Level Agreement (SLA) provides a level of support service to HSEMA personnel outlined in exhibit A, B & C

1 Onsite and 24X7 Help Desk Support

Repair work on defective equipment outside the scope of the Service Level Agreement

1 Onsite Support

CLIENT SIGNOFF


4.3.2 OPTION YEAR 1

CLIN/Task Deliverable/ Description QTY/HRS Format / Method of Delivery Due Date

Task Seven Preventive Maintenance Ongoing


40 Onsite Support


1 Onsite Support








1 Onsite Support

CLIENT SIGNOFF

4.3.3 OPTION YEAR 2




40 Onsite Support


1 Onsite Support








1 Onsite Support

CLIENT SIGNOFF


4.3.4 OPTION YEAR 3




40 Onsite Support


1 Onsite Support





Service Level Agreement (SLA) provides a level of support service to HSEMA personnel outlined in exhibit A , B & C



1 Onsite Support

CLIENT SIGNOFF

4.3.5 OPTION YEAR 4




40 Onsite Support


1 Onsite Support





Service Level Agreement (SLA) provides a level of support service to HSEMA personnel outlined in exhibit A,B &C



1 Onsite Support

CLIENT SIGNOFF


ATTACHMENT B: 5 CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST 5.1 The Office of Contracting and Procurement (OCP) on behalf of Office of Unified

Communications (OUC) is awarding a Contractor to procure the Aventura Video Management Servers, and associated software for the upgrade of HSEMA’s existing Aventura Security system.

5.2 The District contemplates award of a Firm-Fixed Price contract and Cost Reimbursement

Hybrid Contract in accordance with the requirements. 5.3 The District will purchase its requirements of the articles or services included herein from

the Contractor. The estimated quantities stated herein reflect the best estimates available. The estimate shall not be construed as a representation that the estimated quantity will be required or ordered, or that conditions affecting requirements will be stable. The estimated quantities shall not be construed to limit the quantities which may be ordered from the Contractor by the District or to relieve the Contractor of its obligation to fill all such orders.

5.5 PRICE SCHEDULE – FIRM FIXED PRICE 5.5.1 BASE PERIOD (12 months from date of award)

HSEMA – Aventura Video Server and Services Procurement

July 20, 2016 through July 19, 2017

CLIN SIN Project


Qty/

Hr Unit Price ($) Estimated Ext. Price

Equipment

0001 426-4S

1 CMS SERIES Enterprise Central Mgmt Server, Six-Core Processor, 4TB RAID Storage and Redundant Power Supply-Aventura Technologies, Inc. CMS Series Central Management RAID Server with Redundant Power and Gigabit Ports, includes Enterprise Central Management Software (LDAP/AD, centralized event, camera aggregation, groups, updates, health status)(for use exclusively with Aventura Technologies Inc. NVR Servers) (Must be compatible with existing Aventura Technologies, Inc. CMS Series Equipment)

1 $ 12,000.00 $ 12,000.00


0002 426-4S

1 NVR-3U-12TB

Enterprise Network Video Recording Server, Six-Core Processor, 4TB RAID Storage and Redundant Power Supply. Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server with 12TB Storage, H.265/H.264/MJPEG Codec Support, Triple Redundant Power, Dual Gigabit Ports, Support for up to 20MP Cameras, 500Mbps throughput, FIPS140-2/USGCB/DIACAP Compliant (included enterprise video management, enterprise remote client, enterprise smartphone) (Must be fully compatible with existing Aventura Technologies, Inc. NVR-3U Series NVR) 5 Year Warranty

8 $ 10,800.00 $ 86,400.00

0003 1 1 SWR-NVS-01 SWR-NVS-01 IP Camera Software License (1 Channel) - Aventura Technologies, Inc. IP Camera Enterprise Software License for Aventura Technologies, Inc. NVR-3U Enterprise PC-Based RAID Series NVR with Vantage Video Management Software Suite Version 8.5 (Must be fully compatible with existing Aventura Technologies, Inc. Vantage Video Management Software v7x-v8.5x)

200 $ 150.00 $ 30,000.00

Subtotal (Equipment) $ 128,400.00

COST REIMBURSEMENT- Install labor & Training

CLIN SIN Project


Qty/

Hr Unit Price

($) Estimated Ext.

Price

Install Labor & Training (with 5 year Warranty) NTE Not to Exceed Cost

0004 246-60-

1

2&3 Senior Field Engineer

Install, program, configure and provision one (1) Aventura Technologies CMS Series Central Management RAID Server in existing equipment rack.

4 $ 41.11 $ 164.44

0005 246-60-

1


Install, program, configure and provision eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server in existing equipment rack.

24 $ 41.11 $ 986.64


0006 246-60-

1


Install, program, configure and provision two hundred (200) existing camera software licenses on the eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server in existing equipment rack.

4 $ 41.11 $ 164.44

0007 246-60-

1


Connect, test and certify two hundred twenty four (200) existing cables in existing racks

8 $ 41.11 $ 328.88

0008 246-60-

1

2 Senior Field Engineer

Connect two hundred (200) existing cables to the seven (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server

8 $ 41.11 $ 328.88

0009 246-60-

1

3 Senior Field Engineer

Integrate, program, configure and provision the eight (8) Aventura Technologies, Inc. NVR-3U Enterprise Windows PC-Based RAID Series NVR Server into the one (1) Aventura Technologies CMS Series Central Management RAID Server

8 $ 41.11 $ 328.88

0010 246-60-

1

5 Trainer I Conduct one day onsite training course on administration and operation of the system installed by Contractor

8 $ 37.23 $ 297.84

0011 6 Project Manager

Project Management (included in the overall Trunkey solution)

INSTALLATION MUST BE COMPLETED BY AN AVENTURA TECHNOLOGIES CERTIFIED ENTERPRISE ENGINEER AND AN AVENTURA CERTIFIED DEALER

NTE Subtotal (Install Labor & Training) $ 2,600.00

COST REIMBURSEMENT- HSEMA PM Program

CLIN SIN Project


Qty/

Hr Unit Price

($) Estimated Ext. Price

HSEMA PM Program (Annual Hardware & Software PM & Onsite Repairs)- SLA NTE

Not to Exceed Cost

0012 246-52



40 $ 74.68 $ -

0013 246-52

7 Travel/Lodging expense for quarterly visits and unscheduled repairs(based on GSA pricing)

1 $ 5,000.00 $ -


0014 246-52



52 $ 74.68 $ -

0015 246-52



40 $ 74.68 $ -

NTE Subtotal $ -

HSEMA –Special PM Services*

0016 246-52



0 $ 74.68 $ -


NTE Grand Total (Base Year) ** $ 131,000.00

*The Base Total Amount is inclusive of the $1,540.99 freight charges which the vendor has agreed to waive. ** Special PM Services must be authorized by the CA before proceeding with the work.

5.5.2 OPTION YEAR 1


CLIN SIN Project


Qty/Hr Unit Price


HSEMA PM Program (Annual Hardware & Software PM & Onsite Repairs) -SLA NTE

Not to Exceed Cost

1012 246-52



40 $ 74.68 $ 2,987.20

1013 246-52

7 Travel/Lodging expense for quarterly visits and unscheduled repairs (based on GSA pricing)

1 $ 5,000.00 $ 5,000.00

1014 246-52



52 $ 74.68 $ 3,883.36

1015 246-52



40 $ 74.68 $ 2,987.20

Subtotal $14,857.76

Inflation Adjustment $ 445.73

NTE Total (PM and SLA) $15,303.49


HSEMA –Special PM Services 1016 246

-52 7 Security

Technician Repair work on defective equipment outside the scope of the Service Level Agreement (available at same labor rate of $74.68)

0 $ 74.68 $ -


Grand Total (Option Year One) $15,303.49

5.5.3 OPTION YEAR 2


CLIN SIN Project

Task Part no. Description Qty/Hr Unit Price


HSEMA PM Program (Annual Hardware & Software PM and Onsite Repairs - SLA) NTE

Not to Exceed Cost

2012 246-52



40 $ 74.68 $ 2,987.20

2013 246-52


1 $ 5,000.00 $ 5,000.00

2014 246-52



52 $ 74.68 $ 3,883.36

2015 246-52



40 $ 74.68 $ 2,987.20

Subtotal (PM and SLA) $15,303.49


NTE Total (PM and SLA) $15,762.59


2016 246-52



0 $ 74.68 $ -


Grand Total (Option Year Two) $ 15,762.59


5.5.4 OPTION YEAR 3


CLIN SIN Project




Not to Exceed Cost

3012 246-52



40 $ 74.68 $ 2,987.20

3013 246-52


1 $ 5,000.00 $ 5,000.00

3014 246-52



52 $ 74.68 $ 3,883.36

3015 246-52



40 $ 74.68 $ 2,987.20

Subtotal (PM and SLA) $ 15,762.59


NTE Total (PM and SLA) $ 16,235.47


3016 246-52



0 $ 74.68 $ -

Sub Total (Special PM Services) $ -

Grand Total (Option Year Three) $ 16,235.47


5.5.5 OPTION YEAR 4


CLIN SIN Project




Not to Exceed Cost

4012 246-52



40 $ 74.68 $ 2,987.20

4013 246-52

7 Travel/Lodging expense for quarterly visits and unscheduled repairs (Based on GSA pricing)

1 $ 5,000.00 $ 5,000.00

4014 246-52



52 $ 74.68 $ 3,883.36

4015 246-52



40 $ 74.68 $ 2,987.20

Subtotal $ 16,235.47


NTE Total (PM and SLA) $ 16,722.53


4016 246-52



0 $ 74.68 $ -


Grand Total (Option Year Four) $ 16,722.53


5.6 OPTION PRICE SUMMARY

Service Description

HSEMA -Annual Hardware & Software PM & Onsite Repairs-Service Level Agreement (SLA)

Base Year HSEMA Security Upgrade - Equipment, labor Install and Training (including PM/SLA) $ 131,000.00

Option Year 1 HSEMA- PM (Annual Hardware & Software Preventive Maintenance and Onsite Repairs- Service Level Agreement (SLA) $ 15,303.49




Grand Total $ 195,024.09

6. CONTRACTING OFFICER (CO)

Task orders will be entered into and signed on behalf of the District only by contracting officers. The contact information for the Contracting Officer is:

Marcus Barnes Office of Contract and Procurement/OUC 2720 Martin Luther King Jr. Ave SE Washington, D.C. 20032 Telephone: 202-730-0511 Email: [email protected]

7. AUTHORIZED CHANGES BY THE CONTRACTING OFFICER 7.1 The CO is the only person authorized to approve changes in any of the requirements

of this task order. 7.2 The Contractor shall not comply with any order, directive or request that changes or

modifies the requirements of this task order, unless issued in writing and signed by the CO.

7.3 In the event the Contractor effects any change at the instruction or request of any

person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the task order price to cover any cost increase incurred as a result thereof.

8. CONTRACT ADMINISTRATOR (CA)


8.1 The CA is responsible for general administration of the task order and advising the CO as to the Contractor’s compliance or noncompliance with the task order. The CA has the responsibility of ensuring the work conforms to the requirements of the task order and such other responsibilities and authorities as may be specified in the task order. These include:

8.1.1 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the task order;

8.1.2 Coordinating site entry for Contractor personnel, if applicable;

8.1.3 Reviewing invoices for completed work and recommending approval by the CO if the Contractor’s prices and costs are consistent with the contractual amounts and progress is satisfactory and commensurate with the rate of expenditure;

8.1.4 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the District’s payment provisions; and

8.1.5 Maintaining a file that includes all task order correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers.

8.2 The address and telephone number of the CA is:

Joshua Jack Homeland Security & Emergency Management Agency 2720 Martin Luther King Jr Ave SE Washington, DC 20032

8.3 The CA shall NOT have the authority to:

1. Award, agree to, or sign any task order, delivery order or task order. Only the CO shall make contractual agreements, commitments or modifications;

2. Grant deviations from or waive any of the terms and conditions of the task order;

3. Increase the dollar limit of the task order or authorize work beyond the dollar limit of the task order,

4. Authorize the expenditure of funds by the Contractor; 5. Change the period of performance; or 6. Authorize the use of District property, except as specified under the task order.

8.4 The Contractor will be fully responsible for any changes not authorized in advance, in

writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the District, to take all corrective action necessitated by reason of the unauthorized changes.


9. ORDERING

Products and Services to be furnished under this contract will be ordered by the Contract Administrator specified in Section 9 above. Such products and services may be provided from the date of award through one year thereafter.

10. COMPENSATION AND PAYMENT 10.1 The Contractor shall be paid for satisfactory services and delivery of the equipment

as set forth in the attached Statement of Work and Price Schedule.

10.2. The District will make payments to the Contractor, upon the submission of proper invoices, at the prices stipulated in this task order, for equipment delivered less any discounts, allowances or adjustments provided for in this task order.

The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the contractor.

10.3 COST REIMBURSEMENT CEILING 10.3.1 Cost reimbursement ceiling for this contract is set forth in Section B. 10.3.2 The cost for performing this contract shall not exceed the cost reimbursement ceiling

specified in section B. 10.3.3 The Contractor agrees to use it best efforts to perform the work specified in this contract

and to meet all obligations under this contract within the cost reimbursement ceiling. 10.3.4 The Contractor must notify the CO, in writing, whenever it has reason to believe that the

total cost for the performance of this contract will be either greater or substantially less than the cost reimbursement ceiling.

10.3.5 As part of this notification, the Contractor must provide the CO a revised estimate of the

total cost of performing this contract. 10.3.6 The District is not obligated to reimburse the Contractor for costs incurred in excess of the

cost reimbursement specified in Section B, and the Contractor is obliged to continue under this contract (including actions under the Termination clauses of this contract), or otherwise incur cost in excess of the costs reimbursement ceiling specified in section B, until the CO notifies the Contractor, in writing, that the estimated cost has been increased and provide revised cost reimbursement ceiling for performing this contract.

10.3.7 No notice, communication, or representation in any form from any person other than CO

shall change the cost reimbursement ceiling. In the absence of the specified notice, the District is not obligated to reimburse the Contractor for any costs in excess of the costs reimbursement ceiling, whether such costs were incurred during the course of contract performance or as a result of termination.

10.3.8 If any cost reimbursement ceiling specified in Section B is increased, any costs the

Contractor incurs before the increase that are in excess of the previous cost reimbursement


ceiling shall be allowable to the same extent as if incurred afterward, unless the CO issues a termination order or other notice directing that the increase is solely to cover termination or other specified expenses.

10.3.9 A change order shall not be considered an authorization to exceed the applicable cost

reimbursement ceiling specified in Section B, unless the change order specifically increases the cost reimbursement ceiling

10.3.10 Only costs determined in writing to be reimbursable in accordance with the cost principles

set forth in rules issued pursuant to Title V1 of the D.C. Procurement Practices Act of 1985 shall be reimbursable.

11 INVOICE SUBMITTAL

11.1 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified in this contract. Invoices shall be prepared in duplicate and submitted to the agency Chief Financial Officer with concurrent copies to the CA specified in Section 9 above. The address of the CFO is:

Office of the Controller/Agency CFO Rosanne Etinoff Attn: Accounts Payable Division – 300 Indiana Ave, RM# 4106 Washington, DC 20001 Main Number: 202-727-5298

11.2 To constitute a proper invoice, the Contractor shall submit the following information:

Contractor’s name and invoice date (Contractors are encouraged to date invoices as close to the date of mailing or transmittal as possible.);

Task Order Agreement Number and Purchase Order Number. Assignment of an invoice number by the contractor is also recommended;

Description, price, quantity, dates of work actually performed; Other supporting documentation or information, as required by the Contracting

Officer; Name, title, telephone number and complete mailing address of the responsible

official to whom payment is to be sent; Name, title, phone number of person preparing the invoice; Authorized signature.

12. INSURANCE

A. GENERAL REQUIREMENTS. The Contractor shall procure and maintain, during the entire period of performance under this contract, the types of insurance specified below. The Contractor shall have its insurance broker or insurance company submit a Certificate of Insurance to the CO giving evidence of the required coverage prior to commencing performance under this contract. In no event shall any work be performed until the required Certificates of Insurance signed by an authorized representative of the insurer(s) have been provided to, and


accepted by, the CO. All insurance shall be written with financially responsible companies authorized to do business in the District of Columbia or in the jurisdiction where the work is to be performed and have an A.M. Best Company rating of A-VIII or higher. The Contractor shall require all of its subcontractors to carry the same insurance required herein. The Contractor shall ensure that all policies provide that the CO shall be given thirty (30) days prior written notice in the event the stated limit in the declarations page of the policy is reduced via endorsement or the policy is canceled prior to the expiration date shown on the certificate. The Contractor shall provide the CO with ten (10) days prior written notice in the event of non-payment of premium.

1. Commercial General Liability Insurance. The Contractor shall provide

evidence satisfactory to the CO with respect to the services performed that it carries $1,000,000 per occurrence limits; $2,000,000 aggregate; Bodily Injury and Property Damage including, but not limited to: premises-operations; broad form property damage; Products and Completed Operations; Personal and Advertising Injury; contractual liability and independent contractors. The policy coverage shall include the District of Columbia as an additional insured, shall be primary and non-contributory with any other insurance maintained by the District of Columbia, and shall contain a waiver of subrogation. The Contractor shall maintain Completed Operations coverage for five (5) years following final acceptance of the work performed under this contract.

2. Automobile Liability Insurance. The Contractor shall provide automobile liability insurance to cover all owned, hired or non-owned motor vehicles used in conjunction with the performance of this contract. The policy shall provide a $1,000,000 per occurrence combined single limit for bodily injury and property damage.

3. Workers’ Compensation Insurance. The Contractor shall provide Workers’ Compensation insurance in accordance with the statutory mandates of the District of Columbia or the jurisdiction in which the contract is performed.

Employer’s Liability Insurance. The Contractor shall provide employer’s liability insurance as follows: $500,000 per accident for injury; $500,000 per employee for disease; and $500,000 for policy disease limit.

B. DURATION. The Contractor shall carry all required insurance until all contract work is accepted by the District, and shall carry the required General Liability; any required Professional Liability; and any required Employment Practices Liability insurance for five (5) years following final acceptance of the work performed under this contract.

C. LIABILITY. These are the required minimum insurance requirements established

by the District of Columbia. HOWEVER, THE REQUIRED MINIMUM


INSURANCE REQUIREMENTS PROVIDED ABOVE WILL NOT IN ANY WAY LIMIT THE CONTRACTOR’S LIABILITY UNDER THIS CONTRACT.

D. CONTRACTOR’S PROPERTY. Contractor and subcontractors are solely

responsible for any loss or damage to their personal property, including but not limited to tools and equipment, scaffolding and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of the District of Columbia.

E. MEASURE OF PAYMENT. The District shall not make any separate measure or

payment for the cost of insurance and bonds. The Contractor shall include all of the costs of insurance and bonds in the contract price.

F. NOTIFICATION. The Contractor shall immediately provide the CO with written

notice in the event that its insurance coverage has or will be substantially changed, canceled or not renewed, and provide an updated certificate of insurance to the CO.

G. CERTIFICATES OF INSURANCE. The Contractor shall submit certificates of

insurance giving evidence of the required coverage as specified in this section prior to commencing work. Evidence of insurance shall be submitted to:

Marcus Barnes Office of Contract and Procurement/OUC 2720 Martin Luther King Jr Ave SE Washington, DC 20032 E-mail: [email protected]

H. DISCLOSURE OF INFORMATION. The Contractor agrees that the District may disclose the name and contact information of its insurers to any third party which presents a claim against the District for any damages or claims resulting from or arising out of work performed by the Contractor, its agents, employees, servants or subcontractors in the performance of this contract

13 ORDER OF PRECEDENCE

A conflict in language shall be resolved by giving precedence to the document in the highest order of priority that contains language addressing the issue in question. The following documents are incorporated into the contract by reference and made a part of the contract in the following order of precedence:

(1) An applicable Court Order, if any (2) Contract document (3) Standard Contract Provisions (4) Contract attachments other than the Standard Contract Provisions


mailto:[email protected]

Exhibit B

SERVICE LEVEL AGREEMENT (SLA)

1.0 Introduction 2.0 Term and Scope of Agreement 3.0 Support Environment 4.0 Support Levels 5.0 Limitations 6.0 Hours of Support and Availability 7.0 Hardware 8.0 Supported Operating Systems 9.0 Software 10.0 User Responsibility 11.0 Supplier Responsibility 12.0 Remedies

1.1 Introduction

Aventura Technologies, Inc., (Aventura) shall provide a level of services and support to Homeland Security Emergency Management Agency (HSEMA), which includes every user, administrator, manager and support personnel.

The purpose of this Service Level Agreement (SLA) is to communicate expectations and commitments as to the services and support Aventura provides to HSEMA. The objectives of this SLA are:

a. provide a clear reference to service ownership, accountability, roles and responsibilities;

b. present a clear, concise, and measurable description of service provided to the customer;

c. match customer expectations with actual delivery of the services and support committed;

d. provide a clear escalation chain for response to support requests; and e. provide guidance for SLA credit requests.

We will not modify the terms of your SLA during the initial term of your subscription or any renewals thereof for which have been contracted; however, if you renew your subscription, then the version of this SLA that is current at the time of renewal will apply for your renewal term.

2.0 Term and Scope of Agreement

Aventura and HSEMA agree to work together with mutual respect and courtesy. This SLA will be reviewed annually. The term of this SLA shall coincide with any


maintenance, warranty or extension thereof, for the Products (“Products”) for which Aventura services are to be provided.

HSEMA may contact the help desk with requests for hardware, software and services, and may contact the help desk about network, and software questions and problems, password problems, hardware problems, and general consultation. Help desk requests for assistance will be handled according to an assigned priority and staff availability but at all times in compliance with the SLA terms and conditions.

3.0 Support Environment

Aventura shall provide service and technical support and maintenance for all DVRs, NVRs, Access Control, Intrusion, PSIM, cameras, software, network equipment, and other peripherals owned by HSEMA sold to HSEMA by Aventura or an authorized Aventura dealer. The individual Products are specifically identified on Exhibit C hereto and made a formal part of this SLA and corresponding Product and Services Agreement.

4.0 Support Levels & Process

Severity Levels Description Response Time

Severity - Level 1 Total loss of critical resource with no circumvention or workaround in place. Example: Loss of Network, DVRS, NVRs, CMS, Access Control, Intrusion or server functionality

Immediate Response within 4 business hours

Severity – Level 2 High impact degradation of critical resources or total loss of a non-critical resource. Loss of connectivity for a device non-life safety such as reader, cameras, contact

Immediate Response within 4 business

Severity – Level 3 Low impact degradation of critical resource or high impact degradation of a non-critical resource. Example: Isolated hardware problems

Initial response within one (1) working days

Severity – Level 4 No effect, on productivity. Example: Software upgrades

Initial response within five (5) working days

Aventura shall provide HSEMA loaner machines and advanced replacement parts (“Loaners”). Loaners shall be provided to HSEMA to be kept in their possession at HSEMA facilities. Additional Loaners shall remain in inventory in Aventura’s possession.

In the event of a failure of existing Products HSEMA shall notify Aventura in writing of the failure within one (1) business day from the time of discovery by executing a trouble ticket (“Ticket”).


If HSEMA requests telephone support to troubleshoot the failure, such support request shall be made in writing and shall be assessed by Aventura based on the severity level as identified in this Paragraph 4.0.

Aventura shall first attempt to troubleshoot the failure by telephone support. In the event telephone support does not resolve the failure Aventura personnel shall be onsite to repair such failure based on the severity level as identified in this Paragraph 4.0.

If the failure cannot be corrected through telephone support HSEMA at its own discretion may utilize one of the Loaners in place of the Product that has a failure.

Aventura or HSEMA upon replacing a Product that has a failure with a Loaner shall simultaneously process an RMA. Aventura within one (1) business day shall authorize an RMA and upon receipt replenish the Loaner with a replacement.

Upon Aventura’s receipt of the RMA it shall conduct an assessment of the result of the failure and report such findings to HSEMA within five (5) business days.

If the RMA is repairable such repairs shall be completed within five (5) business days from the date of Aventura’s reporting of the assessment to HSEMA.

5.0 Limitations

This SLA and any applicable Service Levels do not apply to any performance or availability issues:

a. That result from a suspension of services due to non-payment; b. Scheduled maintenance; c. Outages caused by customer actions; d. Outage reports delivered more than 15 days after date of incident; e. Whenever Customer is more than 90 days past due on any payment due; f. Force majeure, including war, terrorism, strikes, labor actions, delays in key

suppliers or vendors, and such matters that are not reasonably foreseeable and are beyond Aventura’s control;

g. Are caused by factors outside of our reasonable control, including but not limited to hacking, malicious attacks, internet access issues or related problems beyond the demarcation point of Aventura responsibility;

h. That result from any actions or inactions by HSEMA or any third party, including HSEMA equipment, software or other technology and/or third party equipment, software or other technology (other than third party equipment within Aventura’s direct control);

i. That result from failures of services not attributable or in the control of Aventura.

j. Caused by HSEMA use of a Service after we advised HSEMA to modify your use of a Service, if you did not modify your use as advised;

k. That result from your unauthorized action or inaction or from your employees, agents, contractors, or vendors, or anyone gaining access to our network by means of your passwords or equipment; or

l. That result from your failure to adhere to any required configurations, use supported platforms, and follow any policies for acceptable use.


6.0 Hours of Support and Availability

The Aventura Help Desk supports includes: every user, administrators and managers. Aventura Main Help Desk is located at:

Aventura Technologies, Inc. (World Headquarters)

48 Mall Drive

Commack, NY 11725 USA

+1 (631) 300 4000

The Help Desk is open 24 hours a day and shall be supported via a toll-free number telephone number as well at (877) 707-9600

Support requests may also be submitted to the Aventura Help Desk through thefollowing methods:

E-mail: [email protected]

Skype: aventurasupport

Onsite support shall be available pursuant to the severity levels identified in Paragragh 4.0.

Preventive maintenance and services shall be performed on a regular basis daily Monday through Friday from 8am – 5pm CST. For preventive maintenance which requires inactivity at a facility said services shall be performed on evenings, early morning or weekends as agreed upon by HSEMA and Aventura.

7.0 Hardware

Aventura will process requisitions, install, upgrade, maintain and support HSEMA owned Products and peripherals purchased from Aventura including but not limited to:

Enterprise Central Management Server and Enterprise Network Video Recording Servers.

Aventura will replace any failed hardware as per the Support Levels as indicated herein as measured from the time Aventura determines the hardware is faulty, including but not limited to hard drives, motherboards, Ethernet cards, server fans, RAM, and other such components. Aventura stocks spare components for most hardware and will provide hot spares for most components onsite at HSEMA headquarters. In the event replacement parts are not available or do not remedy the issue, Aventura will exchange hardware for equipment of equal or greater capacity.

8.0 Supported Operating Systems

Microsoft Windows 7, 8, 10

Microsoft Server Server 2008, Server 2012


mailto:[email protected]

9.0 Software

Aventura will process requisitions, install, upgrade, maintain and support HSEMA owned software purchased from Aventura including but not limited to:

DVR Main, NVR Main, DVR Remote Client, NVR Remote Client, DVR IE Browser, Smartphone. Central Management Server and Central Management Client.

Due to issues of maintenance, troubleshooting, and system stability, unsupported software will not be installed on HSEMA systems, unless specifically authorized by Aventura. Aventura is not responsible for the loss of data or productivity due to installation on unsupported software.

Aventura will replace any failed software as per the Support Levels as indicated herein as measured from the time Aventura determines the software is faulty. In the event software diagnostics do not remedy the issue, Aventura will exchange hardware for equipment of equal or greater capacity to bring the software to the previously maintained operational state.

10.0 HSEMA Responsibility

HSEMA can help keep their Products running smoothly and can make it easier for Aventura to assist them by doing a few simple things. The end user responsibilities include the following:

Reporting Problems Report service problems promptly through proper channels. This means contacting the Help Desk via phone or e-mail.

Onsite Obligations For Onsite Services, HSEMA must provide free, safe and sufficient access to the HSEMA facilities and the Supported Product(s). Sufficient access includes ample working space and electricity. A monitor or display, a mouse and a keyboard should also be provided to the Technician if the Supported Product does not already include those items.

Maintenance Tasks

Backup important files on a regular basis to network storage space or to appropriate backup media. AVENTURA WILL HAVE NO LIABILITY FOR LOSS OR RECOVERY OF DATA OR PROGRAMS or loss of use of system(s) arising out of the services or support or any act or omission, including negligence, by Aventura or a third-party service provider.


Communication

Consult with Aventura before purchasing software or hardware.

All moves of or changes to equipment/software must be reported to Aventura.

Departments should relay to the help desk any personnel changes, so that equipment and accounts can be properly maintained and security holes narrowed.

Authority to Grant Access

HSEMA represents and warrants that Aventura will have access to and use of the Supported Product, the data on it, and all hardware and software components included in it, for the purpose of providing these Services.

11.0 Aventura Responsibility

Aventura will provide and maintain the security systems used by HSEMA at the level as described herein, which shall provide a safe environment for HSEMA and its employees, students and visitors.

Additionally, Aventura will:

Ensure relevant software, services, and equipment are available to HSEMA in line with the levels of service and response as defined herein.

Respond to support requests within the timescales listed herein.

Take steps to escalate and resolve issues in an appropriate, timely manner. Maintain good communication with HSEMA at all times.

12.0 Remedies

Should service fail to achieve the performance thresholds defined in Section 4 of this SLA, Customer will be credited $200 for every day of downtime for the affected service or component that exceeds the established threshold, and exclusive of scheduled or announced maintenance windows.

Following approval of a validly-submitted maintenance failure report and credit request, any credit due will be applied the following month. For calculation purposes, a month is considered to have 30 days. Maximum credit will be no more than HSEMA’s total monthly bill. A violation of this SLA does not constitute a material breach of the SLA or otherwise provide a basis for termination of contracted services unless specifically described as such in a HSEMA’s agreement with Aventura. The remedies set forth in this SLA are the sole and exclusive remedies for performance or service outages under this SLA and any other agreement with HSEMA.


Exhibit C

Preventive Maintenance - HSEMA Checklist- Installation

CMS- SERIES-01 NVR-3U-12TB

• Check Hard Drive Temperatures • Check Hard Drive Temperatures

• Check System Ambient Temperatures • Check System Ambient Temperatures

• Check of Health Status of Hard Drives • Check of Health Status of Hard Drives

• Check Network Latency to all DVR’s from all clients

• Check All Cameras Status (Live video)

• Check CPU loads of all machines • Check All Cameras Video Quality

• Check Memory loads. • Check Network Latency to all DVR’s from all clients

• Check Page File loads. • Check running applications.

• Check running applications. • Check installed services.

• Check installed services. • Check all running services.

• Check all running services. • Check HDD latency of all machines.

• Check HDD latency of all machines. • Check all PTZ movement

• Check Proper Configuration of Master Display Groups

• Check PTZ presets configuration.

• Check proper user configurations for system access.

• Check for MiniDump files and analyze if needed

• Complete run through and check of all Features of software and provide audit results.

• Check for proper recording setup

• Check Proper Shutdown times due to temperatures

• Check all power supplies

• Check for MiniDump files and analyze if needed

• Check for proper alarming of events on devices

• Check for proper recording setup • Check remote live view quality

• Check CMS Power Supplies • Check remote playback quality

• Check CMS for proper labeling of Devices • Check Local live view quality

• Check for proper alarming of events on devices

• Check local playback quality

• Check windows time and time zone • Check windows time and time zone

• Check windows Event viewer for errors • Check windows Event viewer for errors

• Check for errors on the CMS • Check Fan Speed of System Fans

• Check Fan Speed of System Fans • Check RAID for proper hot spare function

• Check RAID for proper hot spare function • Check RAID for proper Configuration Settings

• Check RAID for proper Configuration Settings • Check Network ports and test redundancy

• Check Network ports and test redundancy • Check Backups for proper validity.

• Check Backups for proper validity. • Check For proper Backup Schedule

• Check For proper Backup Schedule • Check proper login setting

• Check proper login setting • Check for proper Software Version and applied Patches

• Check for proper Software Version and applied Patches

• Test network alarming emailing

• Test network alarming emailing


REQUEST FOR QUOTATIONSolicitation No.: RQ923256/CW45012The request for quotation shall be submitted as “Request for Quotation in response to Solicitation No. RQ923256 “FY16-HSEMA-CCTV Recording Equipment and Software Upgrade” and is exempt from competition per the PPRA Sec. 413.

The vendor is expected to deliver detailed tasks and schedules, for the fully integrated Aventura turnkey solution with the requisite compatible warranties, support and preventive maintenance.2 BACKGROUND3. TECHNICAL REQUIREMENTS AND DELIVERABLESThe Contractor shall be responsible for providing all labor, materials and equipment necessary to furnish, install and configure the Aventura Video Management Software and equipment. The system requested shall consist of all necessary equipment, inst...3.1 Equipment and ServicesThe selected Vendor will supply the following equipment and supporting software from Aventura Technologies, Inc., as outlined in the tasks below.The Contractor will provide the following equipment components:

7. AUTHORIZED CHANGES BY THE CONTRACTING OFFICERSERVICE LEVEL AGREEMENT (SLA)2.0 Term and Scope of Agreement3.0 Support Environment4.0 Support Levels & Process5.0 Limitations6.0 Hours of Support and Availability7.0 Hardware8.0 Supported Operating Systems9.0 Software10.0 HSEMA ResponsibilityReporting ProblemsOnsite ObligationsMaintenance TasksCommunicationAuthority to Grant Access11.0 Aventura Responsibility12.0 Remedies

Documents

Office of Contracting and Procurement REQUEST FOR …app.ocp.dc.gov/Award_attachments/CW45012-Base...The award will be made (under the exemption provisions of the PPRA Sec. 413) for