Scope of Work 2.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Sandusky and Georgetown is seeking bids for a provider to support and maintain existing software and hardware at multiple locations related to Access Control, Patient Wandering and Local Alarms. In addition to supporting existing systems the provider must be able to add and replace the existing systems with integration capabilities at 3416 Columbus Avenue, Sandusky, OH 44870, and 2003 Veterans Blvd., Georgetown, OH 45121.

Mandatory Site Visit Mandatory site visits were held. Suppliers that attended the mandatory site visits were required to sign in and attendance was taken. The site visits commence promptly on the date and time listed below, barring any unforeseen circumstances that result in a delay of the site visit(s). The State will not be responsible to a Supplier that failed to obtain information discussed during these site visits due to their arriving after the site visits had convened. Failure to attend the site visits will render that Supplier’s proposal non-responsive and ineligible for award. Please be aware Suppliers will have to attend both site visits.

June 23, 2025 Will begin promptly at 1:00 pm

June 24, 2025 Will begin promptly at 1:00 pm

Sandusky, OH 44870 Police Department (Dewitt Ave. entrance)

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective

To support and maintain existing software and hardware at multiple locations related to Access Control, Patient Wandering and local alarms. In addition to supporting existing systems the provider must be able to add to and replace parts of the existing systems with integration.

Scope of Work (SOW)

· ODVS/OVH is requiring the provider to be certified and able to provide proof of certification for our records.

· Bosch certified provider with technician capabilities

· Galaxy certified provider with technician capabilities

· Roam Alert certified provider with technician capabilities

· Stanley door provider

· UL rated central alarm monitoring provider

· ODVS/OVH is requesting a minimum of 3 references

· ODVS/OVH requires the provider to provide up to 2 Preventative Maintenance sessions per year to keep the equipment in, or restore the Equipment to, proper working order.

· ODVS/OVH is requesting the provider to perform maintenance on access control, patient wandering and local alarms.

· ODVS/OVH is requesting the provider to furnish parts which are new or reconditioned to perform as new on an exchange basis, and the exchanged parts will become the property of the State of Ohio.

· ODVS/OVH is requesting that maintenance provided under this contract will ensure uninterrupted operation of the equipment and uninterrupted services provided by Ohio Veteran Homes.

· ODVS/OVH is requesting the provider to be qualified and able to remotely monitor the health of our Galaxy, Roam Alert and Bosch system

· The provider will scan the health of the system every 60 seconds and be able to provide a service for the issues detected.

· The provider has to be capable to troubleshoot and resolve any issues within or related to our three systems.

· The provider must have the ability to integrate all three systems via analog, with the ability to patch in integration with the elevator vendor.

· The provider must be able to provide documentation showing they have supported all three systems with a minimum of 250 ports, 260 readers and 80 alarm points within a healthcare facility similar in size within the past two (2) years.

· The provider will provide and complete all emergency security patches and software updates to all three systems.

· ODVS/OVH is requesting the provider to include the following Maintenance to Equipment

· On-Line/system support during the Service Coverage Period to a Customer Support Center for problem reporting.

· Scheduled Preventive Maintenance during the Service Coverage Period.

· Remedial Maintenance performed during the Service Coverage Period following telephone notification by the Ohio Veteran Homes to a Customer Support Center that the Equipment is inoperative, no Fee Structure shall be established for this service.

· WEB Access to a specific knowledge base and training center.

· Hardware, Software and Firmware revision upgrades.

· WEB based/on-site training

· WEB based remote diagnostics support sessions and meeting center.

· ODVS/OVH is requesting that during the service Coverage Period, the provider shall provide Software Maintenance:

· On-Line/system support during the Service Coverage Period to a Customer Support Center for problem reporting.

· Scheduled Preventive Maintenance during the Service Coverage Period.

· Remedial maintenance performed during the Service Coverage Period following telephone notification by the Ohio Veteran Homes to a Customer Support Center that the Equipment is inoperative; no fee Structure shall be established for this service.

· WEB Access to a specific knowledge base and training center.

· Hardware, Software, and Firmware revision upgrades.

· WEB based/on-site training

· WEB based remote diagnostics support sessions and meeting center.

· ODVS/OVH is requesting the Provider to provide emergency and After-Hours Response. Emergency and after-hours are any request for service outside the desired maintenance service coverage period time. Provider will be providing 24/7 365 day accessibilities to the provider in events of emergency providing unlimited remote desk help and unlimited onsite support of hardware.

· ODVS/OVH may request equipment, Standard Software and/or Custom Software other than those specified in this bid. Any such addition should be automatically renewed and covered under the equipment maintenance portion.

· ODVS/OVH is providing the provider personnel with full, free and safe access to Equipment and Standard/Custom Software for purposes of maintenance, including use of the data communications facilities, if required.

· ODVS/OVH is requesting the provider to Maintain and Operate the Equipment.

· ODVS/OVH is requesting that only the provider and/or ODVS/OVH staff are to perform maintenance or repair of the Equipment, and Standard/Custom Software.

Expectations

Each location will have a point of contact assigned for trouble shooting, system questions, and all other issues or concerns related to the systems listed. Provider’s point of contact will be available for calls during standard business hours during the work week with an after-hours emergency call center option.

Term of Contract A sample DVS Contract can be located on the documents tab of this solicitation.

1. Any subsequent agreements or contracts arising from this solicitation shall begin with the date of final ODVS signature, and end June 30, 2027, unless it is terminated earlier.

2. As a condition of any award resulting from this solicitation and subject to mutual agreement, the period covered by the ensuing contract under the same terms and conditions stated herein can be extended for two (2) additional year increments determined by DVS.

3. Position hourly rates may only be re-negotiated if the original contract is extended and will be in effect for the term of the extension. All price changes shall be approved by DVS in writing prior to going into effect. DVS reserves the right to refuse position hourly rates changes.

General Provisions

All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the ODVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS/OVH security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of ODVS/OVH and pick up an ODVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor. A copy of all licenses must be provided to ODVS/OVH for record keeping.

9. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

10. Contractor shall provide Certificate of Liability Insurance.

11. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

12. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

13. Contractor shall provide one (1) week notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

14. The Contractor must provide a 24-hour, seven day a week, 365 day a year method for direct contact.

15. The Contractor must respond to emergency service calls and have appropriate staff onsite within 4 hours of the initial call unless approved by DVS.

16. Contractor shall provide ODVS/OVH with an estimated time for completion of the project.

17. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Contractors shall submit all bids in OhioBuys.

2. All proposals must include a detailed scope of work, outlining the specific tasks and deliverables required for the project. Additionally, an itemized list of labor and materials necessary to complete the project must be provided. The proposal should clearly define expectations, timelines, and any other relevant details to ensure a complete understanding of the project’s requirements and objectives.

a. Lump sums of labor and materials will not be excepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material).

3. Affirmation and Disclosure form must be completed and submitted

4. Certificate of Liability Insurance

Bid Awarding Process The intent is to award this solicitation based on an evaluation process. See evaluation section for criteria.

Evaluation

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .