36C24719Q0383-0001000.docx

FedBizOpps Amendment to a Previous Combined Solicitation

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* = Required Field FedBizOpps Amendment to a Previous Combined Solicitation Rev. March 2010 J Security Systems Maintenance for the Central Alabama Veterans Health Care System (CAVHCS) 35404-5088 36C24719Q0383 03-27-2019 N 561621 Department of Veterans Affairs Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa AL 35404-5088 Karen Dukes Contracting Officer karen.dukes@va.gov karen.dukes@va.gov The purpose of this amendment is to:

1. Add a Parts List

2. Revise SOW section B.1.8

3. Extend the RFQ closing date to: 10AM CST Wednesday, March 27, 2019.

All other terms and conditions remain unchanged.

STATEMENT OF WORK

Security Systems Maintenance for the Central Alabama Veterans Health Care Systems (CAVHCS)

B.1 EQUIPMENT:

The Lenel Security Systems serviced and maintained for the Department of Veterans Affairs Medical Center, Central Alabama Veterans Health Care System, 215 Perry Hill Road, Montgomery, Alabama, 36109 and 2400 Hospital Road, Tuskegee, Alabama, 36083.

Equipment:

1) Lenel Security System, all components to the security systems, CPU’s, CPU’s monitors, cameras, keyboards, mice, monitors for viewing, servers, UPS’s, cameras, keypads, card readers, door components, door hardware, gate components, gate hardware, software, fiber-optic wiring, wiring/cabling, programming, software, power supplies, batteries, panels, panel components, licenses, multiplexers, and other and all components not listed that are used for the security systems, etc.

B.1.2 DEFINITIONS/ACRONYMS:

A. HTM Staff Engineer (William Piper) or designee, Bldg. 7 Room 216-MO, Telephone 334-273-6258, 215 Perry Hill Road, Montgomery, Al. 36109 B. CO - Contracting Officer (William Piper & Corey Spann) C. COR - Contracting Officer Representative.

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

E. FSE - Field Service Engineer. This is a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the Department of Veterans Affairs Medical Center premises.

F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.

G. Acceptance Signature. VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

H. Authorization Signature. COR's signature; indicates COR accept work status as stated in ESR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. OSHA - Occupational Safety and Health Administration.

L. JCAHO - Joint Commission on Accreditation of Healthcare Organizations.

M. FDA - Food and Drug Administration.

O. Normal Working Hours - Monday through Friday, 8:00 a.m. - 4:30 p.m., excluding weekends and Federal Holidays.

B.1.3 CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, JCAHO, FDA and manufacturer specifications.

B.1.4 HOURS OF COVERAGE:

A. Normal hours of coverage shall be Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding weekends and federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR.

B. Preventive maintenance inspections are to be scheduled at least five days in advance with Contracting Officer Representative (COR). Coordination may be done by telephone.

C. Preventive maintenance inspections will be performed monthly.

D. Federal Holidays observed by the CAVHCS are: New Year’s Day, Labor Day, Martin Luther King Day, Columbus Day, President's Day, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day.

E. Coverage Period: June 1, 2019 to December 31, 2019.

B.1.5 UNSCHEDULED MAINTENANCE:

A. The contractor shall maintain the equipment in accordance with B.1.3; Conformance Standards. The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

B. The CO, COR or designated alternate has the authority to approve/request a service call from the contractor.

C. Response Time: Contractor's FSE must respond with a telephone call to the COR and his/her designee within one (1) hour after receipt of telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within four (4) hours after receipt of notification and will proceed progressively to completion without undue delay.

For example, if hours of coverage are 8:00 a.m. to 4:30 p.m., a 4-hour response means, if a call is placed at 3:45 p.m. Monday, August 10, the FSE must start on-site service before 11:15 a.m. Tuesday, August 11, except when outside hours of coverage are authorized by the COR.

D. The contractor to provide service ticket(s) of the unscheduled maintenance to the COR after the completed repairs or by the next business day.

B.1.6 SCHEDULED MAINTENANCE:

A. The contractor shall perform monthly preventive maintenance inspections to ensure that equipment and systems listed in the schedule performs in accordance with B.1.3; Conformance Standards. The contractor shall provide and utilize procedures and checklists, with worksheet originals indicating work performed and actual values obtained (as applicable) and shall provide said documentation to the COR at the completion of the PM.

PM services shall include, but may not be limited to, the following:

1. Cleaning of equipment.

2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of non-emergent nature.

5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

6. Inspecting, and replacing where indicated, tubing for wear and fraying.

7. Measuring, adjusting and calibrating as necessary.

8. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.

9. Inspecting and replacing where indicated, all mechanical components including, for mechanical integrity, safety, and performance.

10. Inspection and testing of fiber converters, hubs, and power supplies.

11. Inspection and testing of DVRs, switches, and multiplexers.

12. Inspection and testing of software, computers, and network equipment.

13. Inspection and testing of zones, junctions, etc.

14. Inspection and testing of amplifiers.

15. Inspection and testing of wiring, door contacts, motion sensors, alarm devices, alarm components, cameras, etc.

16. Inspection, testing, calibration of all devices for the security systems.

17. Apply gummed label, dated & signed, certifying performance and safety to meet MFG'S published specifications as of that date.

18. Returning the equipment to the operating condition defined in B.1.3; Conformance Standards.

19. Providing documentation (worksheet) monthly of services performed on each device and component tested.

A. PM Services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it’s agreed upon price, unless specifically stated in writing otherwise.

B. The contractor shall furnish documentation monthly, including all measurements and calibration data.

C. The contractor shall furnish all backup documentation to ensure that the system is performing in accordance with B-3; Conformance Standards.

B.1.7 AUTHORIZED SERVICES:

Only services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

B.1.8 PARTS:

The contract shall include all parts, main security control panels, batteries, LCD Touch pads, motion detectors, door contacts, wireless receivers, transmitters, panic buttons, UPS units, master software & associated licensing, fiber transceivers, fiber cable testing, CCTV cameras, switchers/quad controllers, monitors, cabling to independent buildings, all components associated with the security systems not listed to keep the security system functioning, software, components, and system(s) device(s) {display monitors, CPU’s, printers, UPS, etc. of the system(s)}. The contractor furnishes all parts; the parts shall be OEM parts to meet up-time requirements (consumables are not covered). The contractor should have ready access to unique and/or high mortality OEM replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without written approval by the COR. In addition, $50,000 of parts allowance is included for parts not included.

· For the 6 months contract: ** The value of PARTS are not to exceed $50,000 USD, for the 6 months period of performance of the contract.

· For the 12 months contract: ** The value of PARTS are not to exceed $100,000 USD, for the 12 months period of performance of the contract.

B.1.9 WARRANTY:

The contractor shall provide warranty on the integrity of workmanship, labor, parts, service, testing, repair, inspection, and certification. The warranty period shall be for at least 90 days after the repair, inspection, and/or certification.

B.1.10 SERVICE MANUALS:

The CAVHCS shall not provide services manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request.

B.1.11 DOCUMENTATION/REPORTS:

The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with conformance standards. Documentation (service ticket(s)) shall be provided to the COR after the completion of the repair(s) or by the next business day. Such documentation shall meet the guidelines as set forth in B.1.3; Conformance Standards. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail:

A. Name of Contractor.

B. Name of FSE who performed services.

C. Contractor Service ESR Number/Log Number.

D. Date, Time (starting and ending), and Hours-On-Site for service call.

E. Description of Problem Reported by COR/User.

F. Identification of Equipment to be serviced: INV. ID number, Manufacture's name, Device Name, Model number, Serial number, and any other Manufacturer's identification numbers.

G. Itemized Description of Service Performed, including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action.

H. Total Cost to be billed.

I. Signatures:

1. FSE performing services described.

2. VA Employee who witnessed service described may initial said ESR, but only the COTR has the authority to sign the ESR.

J. Equipment downtime.

K. VA Purchase Order Number.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED!

B.1.12 SPECIAL CONTRACT REUIREMENTS:

CONTRACTOR SUBMITTALS: The Contractor will furnish a copy of its repair/preventive maintenance/certification inspection procedures for each model of device which will be used during the preventive maintenance/calibration inspection services of this contract to the Contracting Officer Representative (COR). These preventive maintenance/certification inspection procedures are required by the Government as a condition of the facility’s JCAHO accreditation and must be received before any invoice can be certified for payment.

B.1.13 REPORTING REQUIREMENTS:

The contractor shall be required to report to the Biomedical Section Manager or designee. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR (s). The FSE shall be required to log out with the COR or designee, and submit the ESR (s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable a signed, authorized, copy of the ESR will be sent to the contractor after the work can be reviewed (if request or noted on the ESR).

B.1.14 PAYMENT:

Invoices will be paid in arrears on a monthly basis.

Invoices shall be line itemized.

NOTE: Payment of invoices may be delayed if the appropriate documentation/reports are not properly completed and submitted to the COR as required.

B.1.15 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, in writing, of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract.

The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

B.1.16 ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

B.1.17 CONDITION OF EQUIPMENT:

The contractor accepts responsibility for the equipment described in the schedule "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

B.1.18 BIDDER’S QUALIFICATIONS:

The Bidder is required to submit evidence of adequate equipment, facilities, personnel and a minimum of two years of experience to establish responsibility and integrity to meet the requirements of this contract. Any bidder, who does not have adequate experience, personnel and/or equipment, in the opinion of the Contracting Officer, will be rejected. To assist in this determination, offeror is required to furnish the following information:

A. Number of years experience performing the type of services indicated within;

B. Number of personnel regularly employed on a full-time basis;

C. Bidders who have not previously provided the same or similar type services at this Medical Center are required to furnish for evaluation purposes, the names, addresses and telephone numbers of three (3) companies for whom exact services have been furnished;

D. Provide certification that contractor has manufacturer updated maintenance software, manuals, and parts;

E. Provide certification contractor is Lenel certified, trained, and has licensing and privileges for Lenel software access.

B.1.19 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent shall have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training program within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed.

C. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the CAVHCS. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any CAVHCS equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the CAVHCS equipment.

D. All work shall be performed by Lenel trained FSEs.

B.1.20 TEST EQUIPMENT:

Prior to commencement of work on this contract, the contractor shall provide the CAVHCS with a copy of the current calibration certification of all test equipment which is to be used by the contractor on CAVHCS equipment. This certification shall also be provided on a periodic basis when requested by the CAVHCS. Test equipment calibration shall be traceable to a national standard.

B.1.21 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSE shall wear visible identification at all times while on the premises of the CAVHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the CAVHCS Police Section. The CAVHCS will not validate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the CAVHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

B.1.22 Obtaining a VA IDENTIFICATION Badge:

Within the first month of the service contract, the contractor’s service technician(s) to arrange with the COR to obtain identification badge. The process requires contractor’s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, finger prints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks.

B.1.23 INSURANCE:

A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes.

B. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

D. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000.

B.1.24 PERFORMANCE REQUIREMENTS SUMMARY:

A. SUMMARY TABLE:

Factor No.

Performance Indicator

Performance Standard Method – Type of Surveillance

INCENTIVE/

DISINCENTIVE

(Max of 10%) Deduction Amount on each late testing, preventive maintenance and/or certification on the certification billing.

(Max of 10%) Deduction Amount on each late documentation on the certification billing.

B. Performance Requirements Summary Method of Application:

The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

B.1.25 DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service on a particular device(s) meeting replacement criteria upon thirty (30) days written notice to the Contractor.

B.1.26 FAILING TO RESPOND:

Failure to perform any of the services set forth in this contract will be considered for invoking provisions of Default.

Pre-fab Custom Hardware

Electrified Locksets

Precision Panic Devices

Precision Battery Backups

Custom Continuous Hinges

Mag Locks

USB Contact/Prox Readers

Programmable Relay Modules

American Power Roof Fans

American Power Cables

Surface Mount Panic Switches

Multi-Class Readers

Intelligent Dual Reader Controllers

Universal Button w/Pneumatic Timers

PD 16's

18" Armored Door Cord w/Surface Mount J-Box Cables

Output Control Modules

Dual Reader Interface Modules

Input Control Modules

Power Supplies AL400ULX

Power Supplies AX 12/24VDC 5AMP

Rare Earth Magnet for Doors

Power Supplies 4 Out 24V UL

Standby Batteries

Power Supplies 6 amps

Power Distribution Units

Steel Door Contacts

Overhead Door Contacts

Multi-Class Readers w/Keypads

UL Listed Hardware Enclosures Small

UL Listed Hardware Enclosures Large

22" Alarm Call up Monitors

Digital IP Cameras - Indoor

Digital IP Cameras - Environmental

Network Cameras SD D/N PTZ

Wall mount brackets

Corner Adapters

Heater Units

Cameras Housing Outdoor

Network Cameras 9-22mm Lens

LNVR's

500GB SATA Hard Drives

Wireless Cameras

Drawer Panels 14 Dr

Ethernet Switchws PoE, Midspan

UPS's

Smart Net MSP's 2-RU

Catalyst's2960 24-Port

Clients T3610

32" LCD Monitors

Managed Network Switches 24-Port

Door Stations

Precision Panic Devices

Precision Power Supplies

Door Loops

Electric Strikes

DS160's

Standby Batteries

RP40 Readers

RPK40 Readers

Door Contacts

Intelligent Dual Reader Controllers

Dual Reader Boards

Single Reader Interface Modules

Door Contacts Industrial

Overhead Door Contacts

AL400 ULX's

AL600 ULX's

UL Listed Hardware Enclosures

Dell Edge 720 / 730 Servers

55” Monitors

NEC 73GB SATA Drives

1GB Memory modules

Ethernet Adapters

Dell Workstation: Video Displays

Dell Workstation: Command Stations

Cameras

IFS Mini Optical Media Converters 24VAC Model

Cameras 445

Encoders One Channel

Encoders Eight Channel

Encoders Eight Channel

LNVR's

42 Racks

KVM's

UPS's

22” LCD Monitors

Wireless Camera

PTZ Cameras

Fiber optic cables

Fiber optic connects

Wiring & cables

CAT 5/6 cabling

Amps

Door hardware

Lock hardware

Misc parts & components

Licenses