36C24819Q0299-002.docx

PERFORMANCE WORK STATEMENT

1.0 OBJECTIVE

Perform monitoring, preventive maintenance, repairs and guard response services for intrusion detection system at VA Caribbean Healthcare System (VACHS) facilities located through the geographical area of Puerto Rico and US Virgin Islands.

1.1 BACKGROUND

The VA Caribbean Healthcare System (VACHS) security management program needs to ensure compliance with physical security requirements at their different facilities located through Puerto Rico and US Virgin Islands to prevent loss, damages and theft of government property. Those requirements include the twenty-four hours (24) monitoring of an intrusion detection system, preventive maintenance, repairs and guard response for certain facilities.

2. GENERAL REQUIREMENTS

The Contractor shall furnish all labor, supplies/parts, material, tools, travel/transportation, shipping expenses, and supervision necessary to accomplish the services described herein.

The contractor shall perform twenty-four (24) hours remote monitoring of the system, routine preventive maintenance and testing every month. Repairs shall be performed in a timely manner upon identification of deficiency and/or service call by a qualified technician utilizing quality parts and materials. Contractor shall provide on-site technical assistance within an hour of receiving the service call for system related deficiencies and shall inform expected repair time within one hour of completing initial troubleshooting. In the event repairs will cause a prolonged continuous interruption of service exceeding four hours, contractor shall provide notification within thirty minutes from determination of such possibility. Contractor shall maintain record of activities to include preventive maintenance. Preventive and emergency maintenance support shall be provided and available on a 24hours/7 days a week basis.

In the event of an alarm activation, contactor will contact the VA Police at the VA Caribbean Healthcare System in San Juan, Puerto Rico (787) 641-7582 to extensions 31251 or 11482 to notify the Police Shift Supervisor and in addition will also contact the local Puerto Rico Police Department and/or Municipal Police Department for response. The dispatcher shall request and log the name and badge number of the person receiving the report. This information shall be reported to the VA Police Shift Supervisor in the VA Caribbean Healthcare System, San Juan, Puerto Rico. At certain specified sites (see PARA 3) the contractor shall immediately dispatch a guard response to the activation; security guard response shall arrive to designated facility within thirty (30) minutes of alarm activation.

The Contractor shall have technicians certified in the equipment and system to be maintained, repaired and monitored. The contractor shall maintain an adequate stock in inventory to support the system and the equipment identified herein. The contractor shall supply all system upgrades as part of the maintenance program, which includes phone support and updates as released. The contractor shall have adequate knowledge to accomplish complete maintenance and repairs to the system.

3. FACILITIES SPECIFIC REQUIREMENTS

Facilities name with location and specific required services are shown on chart below. Not all facilities listed will need services at the initial effective date of the period of performance. **Two (2) of the facilities (Arecibo and Vieques) are currently on a temporary location with an expected upcoming relocation. Upon knowledge of a beneficiary occupancy date for those two facilities a supplemental agreement will be negotiated to incorporate them to this contract.

Carolina Warehouse Calle Lorencita Esquina Rosarito Lote 1C, La Ceramica Industrial Park, Carolina, PR

St. Thomas Community Based Outpatient Clinic – Medical Foundation Bldg Suite 101 St Thomas, VI 00802

St. Croix Community Based Outpatient Clinic – The Village Mall #113 Kings Hill, VI 00850

Utuado Rural Clinic Calle Isaac Gonzalez Esquina Ledesma Utuado, PR 00641

Comerio Rural Clinic 15 Jose De Diego Street Comerio, PR 00782

4. GENERAL MAINTENANCE REQUIREMENTS

Contractor shall furnish the necessary manpower and supervision to properly execute the maintenance and repair program. Contractor shall furnish all labor for normal, routine maintenance from Monday through Friday, 8:00 AM to 5:00 PM. Response time for service calls shall not exceed one hour.

Components of the system includes, both audio and visual, such as motion detectors, wiring, microwaves, modems, circuitry, monitors, switches, alarms, computers, boards, equipment for data transmission and storage.

Mayaguez Outpatient Clinic Pharmacy Alarm

Pharmacy Dispensing Area (Motion Sensor)

Pharmacy Vault (Motion Sensor)

Pharmacy East/Exit (Motion Sensor)

Reception Area (Glass Breaking Sensor)

Agent Cashier Alarm

Agent Cashier (Motion Sensor)

Clinic Alarm (External Voice-Activated Alarm)

Life Support Area (Glass Breaking Sensor)

Waiting Area "A" Release of Info. (Glass Breaking Sensor)

Warehouse Supply Area (Motion Sensor)

Main Lobby Entrance (Motion Sensor)

Ponce Outpatient Clinic Clinic Alarm External (Voice-Activated Alarm)

Motion Detector Emergency Exit Door

Motion Detector Contact Office

Motion Detector Lounge

Motion Detector Internal Terrace

Motion Detector Door Urology

Motion Detector Rear Entrance Area

Motion Detector Primary Care

Motion Detector Rear Door # 262

Motion Detector Main Entrance

Motion Detector Cashier Area

Motion Detector Information Counter

Motion Detector Hallway/Supply Area

Motion Detector Police Service

Motion Detector Arms Room

Motion Detector Telephone Room

Motion Detector Exit to Roof

Agent Cashier Alarm

Cashier Impact Sensor

Cashier Impact Sensor

Cashier Impact Sensor

Cashier Impact Sensor

Cashier-Communications Office

Cashier-Motion Detector

Business Office-Entrance Rear Door

Business Office- Door Front Entrance

Business Office-Door Entrance to Engineering

Business Office- Rear Side Door Entrance

Business Office-Motion Detector

Pharmacy Alarm

Pharmacy Main Entrance

Pharmacy Dispensing Area

Pharmacy Front Entrance Intervention

Pharmacy Vault

Pharmacy Supervisor Office

Pharmacy Exit Door Supply

Pharmacy Door Bathroom

Window North-East Sensor-Exterior

Window South-East Sensor-Exterior

Window North-West Sensor-Exterior

Window South-West Sensor-Exterior

Window South Sensor-Exterior

Window North- Sensor-Exterior

Ceiba Community Based Outpatient Clinic ZONE 1 - Main entrance door - Alarm

ZONE 2 - Impact sensor

ZONE 3 - Impact sensor

ZONE 4 - Not assigned

ZONE 5 - Break glass

ZONE 6 - Motion detector

ZONE 7 - Motion detector

ZONE 8 – Alarm

ZONE 9 - Motion detector - main entrance

ZONE 10 - Emergency exit door

100A Police Office, Weapons storage - Alarm & motion detector

Comerio Outpatient Clinic Clinic Alarm

Motion Detector entrance door

Utuado Outpatient Clinic Clinic Alarm

Motion detector entrance door

Impact senor for two offices, three windows at each office

St. Thomas Community Base Clinic Clinic Alarm

1 Wireless Repeater at Lobby Area

3 Wireless Door Sensors at Front & Side Door Pharmacy

1 Wireless Motion Sensor-Lobby

1 Wireless Motion Sensor-Pharmacy

2 Wireless Motion Sensors-Hallways

13 Windows Motion Sensors

St. Croix Community Base Clinic Clinic Alarm

1 Wireless Motion Sensor-Telecommunications Door

1 Wireless Door Sensor-Telecommunications Door

1 Magnalock- Telecommunications Door

1 Motion Detector- Telecommunications Door Exit Door

1 Motion Detector-Main Entrance Door

1 Motion Detector-Back Door and Hallway

Carolina Warehouse 1 Motion Detector-Administration Office

2 Motion Detector-Loading Dock Rolling Door

1 Door Impact Sensor-Main Entrance Door

1 Door Impact Sensor-Entrance exit Door at Loading Dock

4 Door Impact Sensors-Two for each Rolling Door at Loading Dock

The Contracting Officer Representative (COR) shall approve preventive maintenance (PM) schedule. This also includes equipment and components that send information to equipment and components at the Police Service Communication Center. Maintenance service shall consist of inspection, cleaning, lubrication when appropriate, adjustment, calibration, reprogramming after memory loss, and replacement of nonfunctioning equipment. All material used in the course of normal, routine, testing and inspections are to be included. All parts shall be provided and replaced as necessary at no additional charge. All testing and inspection of appropriate equipment will be done in accordance with the Manufacturers recommendations and VA standards. Applicable codes and inspection certificates will be displayed as appropriate.

Contractor shall maintain equipment in complete operating condition. All components and accessories of the system will be covered under this service contract, including adjustment of door switches, etc. This includes relays that are installed to activate a device or send a signal from a device, such as, but not limited to gates and doors. The system shall be left functional at the close of each workday. There shall be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional Service Technician and/or delivery of parts.

5. REPLACEMENT PARTS/COMPONENTS

The current system in place consist of Gemini NAPCO panels, models 1632 and 816. The Contractor shall repair or replace worn parts or complete components with new or reconditioned components of quality acceptable to the COR or his/her designee and fully compatible with equipment services. All parts shall be of current manufacturer and shall have full versatility/compatibility with presently installed equipment. Contractor shall furnish only new standard parts (manufactured by make of equipment or equal thereto). The Contractor shall promptly replace any unacceptable parts at no additional cost. The Contractor shall maintain an adequate stock of all parts and components for immediate replacement and maintaining a fully functioning system. Each service technician shall carry all tools and test equipment necessary to perform all Preventive Maintenance and repairs. They will also carry necessary parts to complete all PM call Authorized Services:

Only the services specified by this agreement are authorized. Contractor is cautioned that only the Contracting Officer may authorize additional services and that reimbursement will not be made unless prior authorization is obtained for such services.

The Contractor shall immediately notify the Contracting Officer and the COR in writing not later than twenty-four (24) hours the services requested by any VA employee that is beyond the scope of the contract. The Contractor shall provide to the CO and COR with a written estimate of the cost to make necessary repairs prior to begin the service and must wait for the notice to proceed from the CO that is the employee authorized to notify and authorize the work.

6. SERVICE REPORTS

An operational and status report shall be issued after each preventive maintenance service and after each Quarterly inspection with the Customer acknowledgement. Contractor shall submit a Service Report to the COR or his/her designee every time maintenance, part replacement, or repairs are done. This report shall include date, the name of the employee(s) performing the work, the title of the employee(s), the time in an out, a brief description of what was done, a list of parts used and hours of labor expended. The Service report must be in a format acceptable to the COR or designee.

A monthly activity report will be provided to the COR within three (3) business days after the completion of the month. This report shall include all alarm activities (test, activation, response, malfunction, down time) during the previous month with date and time of each activity, action taken, name of employee performing the action, name and badge of VA Police and local authorities taking the report when applicable.

7. WARRANTY

The Contractor shall extend to the Government full coverage of any standard commercial warranty normally offered in a similar commercial sale. Acceptance of the warranty does not waive the Government’s rights under the Inspection Clause, nor does it limit the Government’s rights about the other terms and conditions of this contract. In the event of a conflict, the term and conditions of the contract shall take precedence over the warranty.

8. COMPETENCY OF PERSONNEL PROVIDING SERVICES

Contractor shall authorize all personnel performing the services requested. Fully qualified and competent personnel shall perform all work. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved personnel for each make and model the Contractor services at each VA building. 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 VA equipment. The CO and /or COR specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the VA equipment.

A written confirmation/certification is required from the Contractor such as:

“This is to certify that Mr./Mrs./Ms. ___________ meets all the qualification requirements for the position of __________, is properly trained (credentials, if applicable) and competent to perform the tasks as described in the statement of work and that we maintain employee records updated with the following: Health annual certificates, Good Conduct Certificate from the Puerto Rico Police Department, educational documents, job descriptions, evaluation methods and qualification standards.

CONTRACTOR SIGNATURE DATE

If subcontractors are used, the CO must approve them. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

9. SECURITY CLEARANCE BACKGROUND CHECK

Contractor shall accept complete liability for technicians who will be providing maintenance and repairs to the US Government’s security system.

10. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS

Contractor’s personnel shall wear visible VA issued identification (subject to background check) at all times while on the premises of any VA building. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VA will not invalidate or make reimbursements for parking violations done by the Contractor under any condition. Smoking is prohibited inside any VA buildings. Possession of weapons is prohibited. Any violation to these regulations may result in citation in the United States (Federal) District Court, not a local District, State, or Municipal Court.

Vandalism is defined as renewals or repairs necessitated by reasons of negligence of misuse of the equipment by persons other than the contractor, his representatives and employees, or by reason of any other cause beyond the control of the contractor, except normal wear and tear. Claims for additional compensation for repair of vandalism will be considered upon presentation of satisfactory evidence that vandalism has occurred. During normal working hours, the contractor shall contact the COTR or his/her designee and have them verify the damage prior to repair of vandalism.

11. SAFETY REQUIREMENTS

In the performance of this contract, the Contractor shall take all safety precautions and measurements reasonably necessary to protect the lives and the health of the occupants of any building. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor or his/her representative shall immediately correct the condition to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of work, shall be deemed sufficient for the purposes aforementioned. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default as provided in FAR 52-212-4 Contract Terms and Conditions – Commercial Items.

12. CONTACTS

Contractor shall provide the name and phone number of a company representative and/or alternate authorized representatives from which services may be obtained. This contact shall be available during those hours for which the services are contracted.

13. HOLIDAYS

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

LEGAL HOLIDAYS

Or any other specifically declared by the President of the United States to be a National Holiday.

14. QUALITY ASSURANCE SURVEILLAINCE PLAN (QASP)

A Quality Assurance Surveillance Plan is designed to provide an effective surveillance method of monitoring and evaluating the Contractor performance. Upon contract award and prior to the issuance of the Notice to Proceed; the COR, with the assistance of the CO will establish a complete Quality Assurance Surveillance Plan (QASP) to ensure that the requirements of this contract are being met by the Contractor.

The objective of the QASP is to reduce the risk to both the Government and the Contractor when problems arise, and provide a disciplined process for evaluating the Contractor’s performance in order to determine conformity with the requirements of the contract. The systems also help ensure that contract awards and deductions are executed in accordance with the contract requirements.

Performance based contracting methods are intended to ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed or outcomes achieved meet contract standards. The COR periodically validates the execution of the Contractors' quality control programs by reviewing such areas as the Contractors' inspection forms, service call logs, and the timeliness of corrective actions.

15. PERFORMANCE REQUIREMENT SUMMARY (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Repair service calls:

Preventive and emergency maintenance support shall be provided and available on a 24hours/7 days a week basis.

Response of technical assistance to facility are made in a timely manner (within 1 hour of receiving service call); repairs to be performed using quality parts and materials. Technician informs expected repair time within one hour of conducting initial troubleshooting.

Reports:

Activities reports including alarm activations, responses, tests, etc. are to be provided monthly.

Maintenance and Repairs reports are to be provided after each service.

Inspections will be reported quarterly with COR acknowledgement

Accurate reports are delivered within 3 business days after the month has ended.

Accurate report delivered to COR within two business day of completion of service.

Quarterly report with inspections data as per PAR 6 will be delivered to COR within 3 business days after quarter has ended.