SOW_Safe Service.docx

DEPARTMENT OF VETERANS AFFAIRS

Lebanon VA Medical Center (VAMC) Statement of Work (SOW)

General Information

Title: Annual Safe Maintenance and Servicing

Scope of Work: The Lebanon Veterans Affairs Medical Center (VAMC), Lebanon, PA, has a requirement for annual service and maintenance on the safes that are located throughout the facility and the Lancaster Veterans Affairs Community Clinic (VACC). The contractor will include all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to perform the repair, maintenance, and technical support for safe servicing as indicated in this SOW.

General Requirements Contract Type: Firm-fixed price Place of Performance: Lebanon VA Medical Center: 1700 S. Lincoln Avenue, Lebanon, PA 17042 and Lancaster Veterans Affairs Community Clinic: Lancaster County VA Clinic, 212 Willow Valley Lakes Drive, Willow Street, PA 17584 Period of Performance: The annual service and maintenance on the safes shall occur within thirty (30) days of contract award. This is a base contract for a 12-month period, with the option to extend for a period of four (4), 12-month option years.

Deliverables: The contractor shall provide all labor, equipment, tools, materials, supervision, documentation, connectors, hardware, and necessary items to service and maintain the following:

Performance Requirements: The contractor must provide the following service and technical support as part of this contract:

A. Pre-Service: Prior to performing on-site service, the contractor shall provide the following services:

a. Coordinate with Lebanon VAMC Point of Contact (POC) to gain physical access to the building and rooms required to complete the service/maintenance.

b. Complete any security documents needed to gain site access.

B. Annual On-Site Service/Maintenance: The following service and maintenance must be performed once annually during normal business hours, and shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO):

a. All hardware and materials necessary to perform the deliverables outlined in this SOW. Any lubrication must be an authorized type as listed per the safes’ OEM guidance.

b. Cleaning, adjustments, lubrications to dial/dial number, repaint if needed.

c. Cleaning, adjustments, lubrications to safe bolt assemblies and relockers.

d. Each individual safe much be tested and signed for by the everyday user(s) of the safe, this must be completed while contract technician is on site.

e. At the completion of the service, the contract technician will submit a complete service report to the Lebanon VAMC POC within 72 hours of the on-site service/maintenance.

i. Complete service report must include:

1. Date(s) and time period of service

2. Complete description of equipment serviced including manufacture, model number, serial number, and location (room and building).

3. Complete description of services performed, and name of contract technician who completed the service.

f. Any new/replacement combinations associated with a safe shall be sealed in four (4) separate, individual envelopes, signed, and dated by the contract technician. The VA Chief of Police shall not see or know the combination. The sealed, signed, dated, envelopes shall be handed to the Lebanon VAMC POC. One sealed envelope will go to the Lebanon VAMC POC. One key, if applicable, and three combination envelopes shall be placed in the VA Director’s safe.

C. Repair: Any parts and labor needed to repair a safe during routine service/maintenance must be reported immediately/within four (4) hours to the Lebanon VAMC POC. The contractor must provide all documentation to include parts needed and cost in the form of written quotes for any over and above repairs in accordance with this SOW. A quote must be provided to the Lebanon VAMC POC within five (5) business days after notification.

Warranty: All materials shall come with a standard one-year warranty. The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than one year. Warranty shall begin after acceptance by the POC.

Contractor Responsibilities Contractor shall provide a qualified locksmith to complete annual service and maintenance in accordance with this SOW.

Contractor is responsible for ensuring the proper disposal of all waste generated from service and maintenance. Waste must be removed from facility grounds and not disposed of in government-owned waste bins or dumpsters.

Contractor is responsible for securing all materials, equipment, and tools while on government property or in government facility. Government is not liable for any lost or stolen items that are not properly secured.

Government Responsibilities The Government will provide site access and escorts through hospital units as needed.

The Government will provide the contractor with contact information for Lebanon VAMC POC upon contract award.

Other Considerations:

Point of Contact (POC): The POC will be identified upon contract award. The POC is responsible, as applicable, for: receiving all deliverables, inspecting, and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing clarification to the contractor, fills in details or otherwise serves to accomplish the contractual Scope of Work; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The POC does not have the authority to alter the contractor’s obligation under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Scope of Work, the CO shall issue such changes.

Work Hours: Standard Operational Hours are 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding federal holidays and weekends.

A. Federal holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Delivery: As applicable, any deliveries shall be coordinated with the Lebanon VAMC POC 72 hours prior to arrival. Failure to coordinate delivery will be grounds to refuse delivery. Equipment is to be delivered to the Lebanon VA Medical Center, Attn: Warehouse, 1700 S. Lincoln Avenue, Lebanon, PA 17042 during warehouse business hours.

A. Lebanon VAMC warehouse business hours are Monday – Friday, 7:00am – 11:30am and 12:30pm – 3:00pm.

B. Note: The Warehouse Supervisor and POC have no authority to change the terms and conditions of the awarded contract.