Attachment A - Scope of Work and Specifications.pdf

Intermediate Procurement S-34000-00011355 – Lenel OnGuard Card Lock Access System Updates, Equipment, Install, and Maintenance

ATTACHMENT A – SCOPE OF WORK / SPECIFICATIONS

1. General Information

a. Contractor must be a current Lenel OnGuard Authorized Reseller.

b. Contractor must be able to perform the services requested by Agency at all of the locations listed below:

VIP Technical Center 1240 SE 12th Avenue Portland, OR 97214

Medford Clean Air Station 3030 Biddle Road Medford, OR 97504

Clackamas Clean Air Station 9350 SE Clackamas Road Clackamas, OR 97015

Scappoose Clean Air Station 52751 NE First Street Scappoose, OR 97056

Gresham Clean Air Station 1200 SW Highland Drive Gresham, OR 97030

Sherwood Clean Air Station 14962 SW Tualatin-Sherwood Road Sherwood, OR 97140

Northeast Clean Air Station 7701 NE 33rd Drive Portland, OR 97211

Sunset Clean Air Station 5130 NE Five Oaks Drive Hillsboro, OR 97124

DEQ – Lloyd Building 700 NE Multnomah St., Suite 600 Portland, Oregon 97232

DEQ – Coos Bay 465 Elrod Ave., Suite 202 Coos Bay, Oregon 97420

DEQ – Bend Office 475 NE Bellevue Drive, Suite 110 Bend, Oregon 97701

DEQ – Salem Office 4026 Fairview Industrial Drive, SE.

Salem, Oregon 97302

DEQ – Klamath Falls 803 Main St, Suite 201 Klamath Falls, Oregon 97604

2. Project - Data set consolidation and segmentation

Agency maintains two (2) separate installations of Lenel On-Guard at two (2) geographically separated locations. This project aims to transition the solution to hosting a single software instance providing system access across geographically distant locations on a single virtual server.

a. Remotely install Lenel On-guard server-based software on a virtual server hosted at the State of Oregon's facilitated data center (no Physical access to location).

Intermediate Procurement S-34000-00011355 – Lenel OnGuard Card Lock Access System Updates, Equipment,

b. Agency currently maintains two (2) separate installations of Lenel On-Guard at two (2) physically separated locations. This project aims to transition hosting a single software instance on a virtual server.

c. Output will be to merge two (2) separate data sets into one (1) complete dataset.

d. Each physical building’s location dataset will be segmented to administer its own access control and user permissions.

e. Contractor access to the server desktop must be coordinated with Agency IT

Operations Staff for implementation and continued maintenance or troubleshooting, as direct external vendor access to the server desktop is not currently an option.

f. Coordinate with Lenel to create an agency Facility code for access cards.

Contractor will procure cards, and provide them to Agency when requested.

3. Software Support Plan

a. Contractor will provide an annual software support plan that includes the cost of upgrades of Lenel OnGuard Software as released by Lenel and installation at the locations listed in Section 1. b.

b. The Contractor will coordinate with the Agency LAN Administrator to establish a mutually agreed upon day/time for installing new Lenel OnGuard Software version upgrades (as released). Installation of software upgrade packages must be concluded within 30 days of the software upgrade(s) release date. The Contractor will install upgrades at the specified locations during regular business hours (8:00 AM through 5:00 PM PT), Monday through Friday, not including State of Oregon observed holidays.

c. All software installed will become the property of Agency, and the

Contractor must provide the Agency Contract Administrator with software licensing information at the time of installation.

d. Contractor will provide training to Agency LAN Administrator on newly installed Lenel OnGuard software version(s) within seven (7) business days of installation. Training must include all changes to the currently running software version. Training must be in-person or virtual. At least one (1) copy of written reference material must be provided to the Agency Contract Administrator(s) at the time of training.

Intermediate Procurement S-34000-00011355 – Lenel OnGuard Card Lock Access System Updates, Equipment,

e. Contractor will provide on-call maintenance, repair, and support services for the Lenel OnGuard software packages installed at all locations listed in Section 1. b. above. The Contractor will ensure all requests for Software Support Services are in accordance with the

Work Order Contract (WOC) process identified in Section 6.

4. Purchase and Installation of Additional Equipment.

As Requested by Agency, the Contractor must be able to provide and install new Lenel OnGuard card access readers and incidental parts and/or equipment necessary for the operation of the existing system. Contractor is responsible for obtaining all permits and other required items for installation at all locations listed in Section 1. b. above. Contractor will ensure all requests for the purchase and installation of additional equipment are in accordance with the Work Order Contract (WOC) process identified in Section 6.

5. Troubleshooting and Repair Services (Regular).

The Contractor must be able to diagnose, provide parts, and install parts as necessary to repair Agency’s existing Lenel OnGuard card access system at all locations listed in Section 1.

b. above. The contractor will ensure that all requests for troubleshooting and repair services are in accordance with the Work Order Contract (WOC) process identified in Section 6.

6. Work Order Contract (WOC) Process for Software Support, Installation of

Additional Equipment, Troubleshooting, and Repair Services (Regular).

a. Agency will initiate the work request by email and provide the

Contractor with a WOC to complete along with the following information:

• Date of request

• OregonBuys Master Blanket Purchase Order (MBPO) number

• Location of requested work

• Description of problem

b. Contractor will complete the WOC with the following information:

• Description of work to be performed

• Labor cost

• Agency’s cost for parts

• Total not-to-exceed price

• Troubleshooting recommendations (if applicable)

• Delivery schedule to complete the work

c. The Contractor will submit the completed and Contractor signed WOC to

Agency within two (2) business days. Agency will review the WOC with regards to cost, schedule, and overall work to be performed. If necessary, Intermediate Procurement S-34000-00011355 – Lenel OnGuard Card Lock Access System Updates, Equipment, Agency and Contractor will negotiate revisions to the WOC. Contractor shall not perform any Work until the WOC has been fully signed by both the Contractor and Agency.

d. Contractor must include a copy of the fully signed WOC with their invoice.

7. Work Order Contract (WOC) Process for Troubleshooting and Repair

Services (Emergency)

a. The contractor must provide Agency with a telephone number to call 24 hours a day and seven (7) days per week for situations where Agency has determined an emergency response from the contractor at any of the locations listed in Section 1. b. above.

b. Should Agency determine that an emergency service call is required from the Contractor, Agency will initiate troubleshooting by calling the telephone number provided by the Contractor for emergency calls. The contractor must respond within two (2) hours and must be available to respond for emergency service 24 hours a day, seven (7) days per week.

1. If Agency requests the Contractor to respond to an emergency situation, Agency will provide the Contractor with a WOC on the next business day to complete along with the following information:

• Date of request

• OregonBuys Master Blanket Purchase Order (MBPO) number

• Location of requested work

• Description of problem

2. Contractor will complete the WOC with the following information:

• Description of work to be performed

• Labor cost

• Agency’s cost for parts

• Total not to exceed price

• Troubleshooting recommendations (if applicable)

• Delivery schedule to complete the work

3. The Contractor will submit the completed and Contractor signed WOC to Agency within two (2) business days. Agency will review the WOC with regards to cost, schedule, and overall work to be performed. If necessary, Agency and Contractor will negotiate revisions to the WOC. Emergency service is the only instance that a WOC may be fully executed after the Contractor has performed the work.

4. Contractor must include a copy of the fully signed WOC with their invoice.