P01 - PWS Police Service Maintenance for Astro Core P25 equipment.docx

Performance Work Statement Maintenance & Repair Motorola Astro Core P25 Equipment VA Palo Alto Health Care System Section 1: General Information

1.1 General: This is a non-personal services contract to provide regular and emergency maintenance, & repairs to the building 100 Police dispatch center Astro Core P25 equipment for the VA Palo Alto Health Care System (VAPAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Period of Performance: This will be a one year contract for services effective 12/1/2026 – 11/30/2027.

1.3 Place of Performance: All work must be coordinated with the COR prior to site specific access. Services are required at:

Building 100, Room F1-154 Palo Alto Main Campus 3801 Miranda Ave.

Palo Alto, CA 94304

· One (1) Astro P25 Core Master site

· One (1) UHF TDMA RF site with three GTR8000 repeater ESS

· Two (2) 200’ Antenna’s system

· Two (2) MCC7500E dispatch consoles

· One (1) logging recorder with capacity for up to fifteen (15) channels and one (1) playback stations

· One (1) KVL5000

Building 62 Penthouse Livermore Campus 4951 Arroyo Road Livermore, Ca 94550

· One (1) UHF TDMA RF site with three GTR8000 repeaters ESS

· Two (2) 200’ Antenna’s system

· One (1) MCC7500E dispatch console

Building 334 Penthouse Menlo Park 795 Willow Road Menlo Park, Ca 94025

· One (1) UHF TDMA RF site with GTR8000 three repeaters ESS

· Two (2) 200’ Antenna’s system

· One (1) MCC7500E dispatch console

1.4 Hours of Operation: All non-emergency maintenance and repairs shall be performed during business hours of 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. Contractors may work outside normal business hours by approval of the COR.

1.4.1 Observed Federal Holidays

1.5 Type of Contract: The government will award a Firm Fixed Price contract.

1.6 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

1.6.1 Payments: Government only pays for services rendered. Government will not pay on any uncompleted or undelivered work, services, or goods.

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Workday. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

Section 3: Government Furnished Property, Equipment, and Services A. This PWS does not have any government furnishing equipment. Contractors shall not use any government own equipment, material, supplies, or tools. Contractor shall furnish all requirements. The government reserves option to terminate the contract in the event that contractor uses government equipment or supplies without written approval from the Contracting Officer and COR.

Section 4: Contractor Furnished Items and Services A. The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes.

B. The Contractor shall provide one designated point of contact (POC) to the government’s designated representative for coordination of parts delivery, scheduling, and / or maintenance.

C. The contractor should provide a toll-free telephone number for service calls, which must be answered 24 hours a day, 7 days a week.

D. The contract shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor should have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract.

4.1 Contractors Qualifications:

A. Contractors shall have technical training, track records of working experience in Maintenance, Inspection, Testing of Motorola Radio Systems, and its components in healthcare, industrial, educational and/or commercial facilities for a minimum of five (5) continuous years preferred.

B. Contractors shall be certified and/or licensed to work on Motorola equipment.

C. Contractor shall have safety training – either on-the-job or classroom type in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical and NFPA 70E – Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the VA Contracting Officer Representative prior to work. If no training certifications are available, the contractor’s employer certify that the service technician has met this requirement in writing and submit it to the VA Contracting Officer Representative prior to work.

Section 5: Specific Tasks

5.1 Preventative Maintenance, Repairs and Testing

A. The contractor shall guarantee a 3-hour response time, 24 hours, 7 days a week for emergency callback requests. Contract shall cover 100% of the labor, supplies, material, electrical components, electronic components, consultation, and travel at no additional cost to the government. Contractor should provide the following preventive maintenance service under this contractor:

a. Maintenance and repair service Astro Core P25 the central control and switch platform for Motorola’s Astro 25 land mobile radio system. Key Functions: System Control, Voice and data management, Mobility, Configuration and management, Security, Scalability. Remedial maintenance and repairs provided by contractor shall include all parts and labor. All corrective maintenance shall be in accordance with manufacturers’ recommendations, requirements, and applicable warranties.

B. Contractor shall perform maintenance of the following equipment at 3801 Miranda Avenue Palo Alto California 94304, Menlo Park 795 Willow Road Menlo Park California 94025, Livermore 4951 Arroyo Road Livermore, California 94550

• Service Desk - The Service Desk will record, track, and update all Service Requests, Change Requests, Dispatch Requests, and Service Incidents using Motorola Solution’s Customer Relationship Management (CRM) system.

• Technical Support – Contractor will provide telephone consultation and troubleshooting capabilities to diagnose and resolve infrastructure performance and operational issues.

• Onsite Support – Contractor provides local, trained and qualified technicians who will arrive at your location upon a dispatch service call to diagnose and restore the communications network. This involves running diagnostics on the hardware or FRU (Field Replacement Unit) in order to identify defective elements and replacing those elements with functioning ones.

• Annual Preventative Maintenance – Contractor provides proactive, regularly scheduled operational testing and alignment of infrastructure and network components to ensure that they continually meet original manufacturer specifications. Certified field technicians perform hands-on examinations and diagnostics of network equipment on a routine and prescribed basis.

• Network Hardware Repair - Our authorized Repair Depot will repair the equipment provided by Motorola Solutions, as well as select third-party infrastructure equipment supplied as part of the proposed solution.

• Network Hardware Repair with Advanced Replacement - With this additional service, we will exchange malfunctioning components and equipment with advanced replacement units or Field Replacement Units (FRUs) as they are available in the Repair Depot’s inventory.

• Self-Installed Security Patches - Contractor will provide security patches that are pre-tested by Motorola Solutions to be installed by your personnel.

• Astro Connectivity Service – Contractor provides Secure Cloud Interconnect - a distributed private cloud ecosystem solution.

• Software Release Updates - Motorola Solutions-certified software that improves network functions over previous releases. This also includes commercial operating system and application software updates.

• Hardware Update – When needed to support a software release update, Motorola Solutions provides new hardware. New hardware will both support the new software update, as well as maintain existing functions and features.

• Professional Implementation Services – Motorola Solutions will plan and implement updates at VAMCMC Palo Alto’s site. This includes factory integration, testing, and supply chain management for new software and hardware.

C. Contractor shall perform the following SEMIANNUALLY:

D. Contractor shall maintain a Log update with date, time, description of work, and technician. Log shall be near or with UPS. Log shall be submitted to COR and Compliance office by the year.

E. Contractor should maintain drawing, schematics, manuals, and any other appropriate documentation up to date and have copies at the UPS. The contractor shall provide any drawing, schematics, manuals, and any other appropriate documentation at no additional cost to the government.

5.2 Site Investigation and Conditions Affecting the Work

A. The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, electric power, and roads; (3) uncertainties of weather, river stages, tides, or similar physical conditions at the site; (4) the conformation and condition of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the, including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph will not relive the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.

B. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding, or representation is expressly stated in this contract.

C. Contractors have the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget.

5.3 Contract Modifications

A. Throughout the performance of this contract shall cover 100% of the labor, supplies, material, electrical components, electronic components, and travel at no additional cost to the government. The Contractor will negotiate with the Contracting Officer to reach a mutually agreeable adjustment to the contract that must be captured in a written modification to the contract.

5.4 Safety:

A. No shorts or tank tops shall be permitted.

B. Contractor shall adhere to OSHA 10 CFR 1910.

C. Contractor shall be responsible for using appropriate PPE when required by the OSHA, NFPA 70E, and VAPAHCS.

D. Safety plan shall be submitted to the COR within 15 days of awarded contract.

5.5 Performance Standards:

A. Contractor shall adhere to the performance standards listed below. Contractor shall adhere to all references in the performance standard to include all notes, explanatory material, and appendixes. The most current edition will be used on all references listed below.

a. NFPA 70E: Standard for Electrical Safety in the Workplace

b. NFPA 99: Health Care Facilities Code

c. OSHA Standard 29 CFR 1910

B. If a dispute between two codes arises, the most stringent code shall be enforced.

C. If contractor has a different code interpretation than the COR then contractor shall have the opportunity to have the Engineering Compliance office review and make decision, which contractor shall accept. The Authority having jurisdiction shall be the Chief of Engineering of VAPAHCS.

5.6 Documentation Requirements

A. Each report should include a separate document for each Computer Room Air Condition unit.

5.7 Security Requirements

A. The Certification and Accreditation requirements do not apply, and a Security Accreditation Package is not required for this work.

B. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information security under VA Handbook 6500.6, Contract Security, Appendix C.