P09 - FINAL SOW - Door Alarm.doc

SCOPE OF WORK: A Pod Anti-Ligature Door Alarm System Remediation Contract The intent of this special request submission is to enter a Firm-Fixed-Price contract for installation and purchase of an anti-ligature door alarm system in the Mental Health area Floor 2 A Pod at the VA San Diego Healthcare System for a total of four (4) rooms.

Period of Performance: 12/01/2026-11/30/2027 The vendor will provide all management, labor, and materials, including site inspection, support infrastructure, head-end components, wiring, and door-level hardware (sensors, key switches, strobes, sirens), followed by systems testing, formal acceptance testing, and staff training for all four (4) rooms. If not approved, anti-ligature protections in the Mental Health area Floor 2 A Pod will not be installed, leaving the unit without this patient-safety mitigation.

SCHEDULE OF SERVICES: The intent of the Government is to award a Firm-Fixed Price contract for purchase and installation of an anti-ligature door alarm system.

Locations:

(664) VA San Diego Healthcare System

3350 La Jolla Village Drive

San Diego, CA 92161

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: The vendor shall install an anti-ligature door alarm system in the Mental Health area Floor 2 A Pod at VA San Diego healthcare facility for four (4) mental health rooms. The vendor shall begin with a thorough site walkthrough to inspect all doors, ceilings, and walls for special installation conditions, followed by installation of supporting infrastructure (wireways, pathways, cable support systems, backboxes, pull boxes, etc.). The vendor shall coordinate with site personnel to schedule work by area, particularly where security measures will be temporarily affected, allowing staff to plan around the installation period. The vendor shall install, power up, and connect head-end components—including controllers, power supplies, and nurse station equipment via required wiring and cabling.

At the door level, the vendor shall install appropriate hinges and sensors, along with key switches, strobe lights, and sirens, and may work multiple doors simultaneously with assigned technicians for efficiency. Upon completion, the vendor shall perform an internal preliminary systems test, followed by a formal final acceptance test with site personnel; during this acceptance phase, the vendor shall also provide a system architecture overview and staff training (with additional training available upon request). Patient escorts shall be provided by the facility if work areas are occupied.

Vendor shall provide the COR an electronic document stating the work they have completed weekly. At a minimum, this report must contain a detailed description of any services performed each day of that week. The report must total hours of service, any performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this equipment.

PARTS:

(A) The Vendor shall furnish all door sensors, controllers, power supplies, nurse station components, hinges, key switches, strobe lights, sirens, and associated materials for four (4) mental health rooms

(B) Any removed or replaced parts are to be disposed of by the Vendor after obtaining approval from the COR, except for components with the capability of storing sensitive information. Such components must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence.

(C) The Vendor is required to have a sufficient supply in stock or be able to obtain all parts and materials required for work under this contract, including hinges, sensors, head-end components, wiring, cabling, key switches, strobe lights, and sirens. The Vendor shall have complete service documentation, including necessary manuals and schematics.

(D) Unserviceable or defective parts discovered during installation or testing will be replaced by the Vendor on an exchange basis within five (5) business days; labor to install the replacement part is included.

(E) Part numbers as shown on the manufacturer's schematics/parts list will identify all parts that are installed. All newly installed components become the property of the Government. Any worn or defective parts will be replaced free of any charge.

(F) When parts are required that are not covered under the base scope of installation and involve intervening services, such needs shall be identified to the COR along with an estimate of charges. The COR will evaluate these needs and request appropriate action(s) through the Contracting Officer. These parts will be installed under a separate purchase order.

TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.

BADGES AND PARKING:

All Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.

It is the responsibility of the Vendor’s personnel to park in the appropriately designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor’s personnel under any circumstance.

REPORTING (During Normal Working Hours); For any service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m., Monday- Friday the Vendor shall check in with the Police Service and with the COR before proceeding to the job site. Vendor shall also check out with the COR and Police Service before leaving the job site.

REPORTING (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM – 5:00PM, Monday – Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours.

AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons 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. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

OVERTIME AND NATIONAL HOLIDAYS: Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed, nor reimbursed by the Government. The Contractor is not required to provide service on the following U.S. Government holidays, nor shall the Contractor be paid for these days:

Thanksgiving Day:

Thursday, November 26, 2026

Christmas Day:

Friday, December 25, 2026

New Year’s Day:

Friday, January 1, 2027

Martin Luther King, Jr. Day:

Monday, January 18, 2027

Presidents’ Day (Washington’s Birthday):

Monday, February 15, 2027

Memorial Day:

Monday, May 31, 2027

Juneteenth National Independence Day:

Friday, June 18, 2027 (observed)

Independence Day:

Monday, July 5, 2027 (observed)

Labor Day:

Monday, September 6, 2027

Indigenous Peoples’ Day/Columbus Day:

Monday, October 11, 2027

Veterans Day:

Thursday, November 11, 2027

INVOICES and PAYMENTS: Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment of the storage containers in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs

Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135)

Payment shall be made monthly in the arrears upon receipt of properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice will be incomplete and the invoice will be returned for immediate correction. Failure to comply with the above shall delay payment to the Contractor.

· Dates of service.

· Description of services.

· Invoice number, date.

· Contract number.

· Obligation number