J063--INTENT TO SOLE SOURCE Building Security System Maintenance

Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Johnson Controls, Inc., to provide maintenance and repair of the building security systems at the Clement J. Zablocki VA Medical Center and its surrounding clinics and centers.

This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a 12- month base year and four 12- month option years if exercised. The NAICS Code is 561621.

This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 9:00AM (Local Time-Wisconsin) 07/17/2021. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with Johnson Controls, Inc.

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED.

SPECIFICATIONS/DESCRIPTION/WORK STATEMENT

(MILWAUKEE VAMC SECURITY SYSTEMS)

1. SCOPE OF WORK

The contractor shall provide management, supervision, labor, equipment, supplies, repair parts, regular inspections, complete maintenance, and emergency services for facility building security systems to include all required certifications for the security systems components and OSHA requirements. The contractor shall have an operations and maintenance plan to provide a fulltime technician on site at the Clement J. Zablocki VA Medical Center (VAMC) 5000 West National Avenue Milwaukee, Wisconsin 53295 to include proper maintenance plan for the other locations under the Milwaukee VA Medical Center.

The entire security network system shall be maintained, and the facility is expected to provide security to control the integrity of our environment, particularly in Mental Health and other patient care areas. The entire complex is under a 24/7 operations plan. The Medical Center operates 24 hours a day, 7 days a week to maintain Mental Health wards, Acute Care wards, nursing home environment, Domiciliary program, ICU units and an Emergency Department. The VA medical center has a 24-hour 7-day weekly police department that controls all physical security equipment and must always be operational. Below are specifics and contractor shall provide proper certifications, knowledge, and expertise for each element:

This is an all-inclusive contract for security systems for the VAMC and contractor shall provide services, programming, upgrades, licensing, and complete maintenance listed in the scope of work at various locations at the Milwaukee VA Medical Center Complex, Green Bay Community Out-Patient Clinic, Union Grove Community Out-Patient Clinic, Appleton Community Out-Patient Clinic, Community Resource Referral Center (CRRC) located at 1818 N Dr Martin Luther King Drive, Milwaukee Wisconsin, Human Recourses at the Honey Creek Corporate Building, located at 84th Street, Milwaukee Wisconsin and the Great Lakes Acquisition Center also located at the Honey Creek Corporate Building at 84th Street, Milwaukee Wisconsin. The contractor shall have an operations and maintenance plan to provide a fulltime technician on site at the Milwaukee VA Medical Center Complex Monday thru Friday, 8 hours each day from 7:30am to 4:00pm (local time) and to include proper maintenance plan for all locations stated above. The contractor s on-site technician shall complete, cleaning, inspecting, calibrating, and changing parts to maintain the security systems and associated equipment at the highest performance levels; maintaining accurate records and data; and exhibiting strong technical, interpersonal, and problem-solving skills. This would include manufacture products as Pegasys/P-2000, Metasys/building automation for security points, J85, Pelco, Axis, Milestone, Marathon, Bosch Intrusion, Bosch Security Escort, Bosch Request to Exit Systems, Schlage, Site Manager, Personal Identity Verification (PIV), HID Compliant Physical Access Control, Assa Abloy, Everfocus, Web Contact, Aiphones, Talk-a-Phones, Tripp Lite, Johnson Controls Inc. Alarm Control Corporation, Doortronics, Ultra Tech, Electronic Security Device (ESD) Company, Altronix, Milestone thermal image systems/cameras/computers, approved Switch Elite Drone and Miscellaneous.

Systems/Equipment includes:

Below are only approximate counts to the VA Milwaukee Medical Center, Honey Creek GLAC, Honey Creek HR, Appleton Clinic, Green Bay Clinic, Union Grove Clinic, and the CRRC security systems:

Name Description Qty

Access Control

Access Control System Service

Host/Stations

Server Host/Workstation

ACS-SERVER-HOST

Access Control System (ACS)

HST-COMPLEX

Host Complexity (Repair labor)

2

ACS-SERVER-FULL

ACS Server (Hardware covered)

2

ACS-WORKST-FULL

ACS Workstation (Hardware covered)

24

HST-UPS

UPS

12

SOFTWR-UPGD-SVR

Security Management System

1

SOFTWR-UPGD-WS

Workstation Software Upgrade

24

ACS-SUB-HST-RPL

Server

2

ACS-SUB-PC-RPL

Workstation

24

ACS-BADGING

Badging Workstation

ACS-BDGWS-FULL

Badging Workstation (Hardware covered)

2

HST-UPS

UPS

2

BADG-PRNT-DBLAM

Double-Sided Card Printer

2

BADGE-CAMERA

Badge Camera (Digital)

2

Control/Comm

Controllers/Power Supply/Co

ACS-CNTRL-PANEL

Access Control Panel

ACS-CPU

CK 72xCPU

80

ACS-CPU

S321-IP

4

ACS-CPU

BOSCH Transponder Panels

14

READER-MOD-2

Reader Interface Module (2 DOOR)

358

READER-MOD-8

Reader Interface Module (8 DOOR)

19

I/O-MODULE

Input/output Module

138

PANEL-FIRM-UPGD

Panel Firmware Upgrade

86

ACS-COMMS

ACS Communication Equipment

COM-SURGE-SUP

Surge Suppressor

6

ACS-BATTERY

Battery (Repair cc 15 & 1

BATTERY-PACK

Battery Pack (1/3 every y

28

BATTERY-7AH

Battery 7AH (1/3 every 3

602

ACS-POWER

ACS Power Supply

PWR-SUP-MED

Power Supply 6 Amp (Medium)

145

PWR-SUP-LARGE

Power Supply 10 Amp (Large)

106

Portals

Portal Equipment/Device

PORTAL-READER

Portal Access Reader

RDR-PROX

Proximity Reader

798

RDR-WIRELESS

SCHLAGE WIRELESS Panel Interface Modules

28

PORTAL-KPD-RDR

Portal Access Reader w/Keypad

RDR-KP-PROX

Proximity Keypad Reader

38

PORTAL-LOCK-HDW

Locking Hardware

LK-WIRELESS

Schlage Wireless Lockset

4

LK-MAG

Lock Magnetic

57

LK-MORTISE

Lock Mortise

62

LK-STRIKE

Lock Strike

724

LK-CRASH BAR

Lock Crash Bar

21

PORTAL-POSITION

Position Indicator

ALM-CONTACT

Alarm Contact

2317

DEV-SNDR-HORN

Sounder Horn

40

PORTAL-EGR-REX

Egress/Request to Exit

EG-PIR

Egress/REX Passive Infrared Motion

850

EG-PNEUM-PBTN

Egress/REX Pneumatic Pshb

18

ACS-SENSORS-DEV

Additional Sensors & Devices

DURESS BUTTON

Duress Button

717

IDS-MMD

BOSCH WIRELESS RECEIVERS

159

MOTION SENSOR

Motion Sensor

80

STROBE LIGHT

Strobe Light

3

ACS-DOC

Documentation-Reports (ACS)

1

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CCTV/Video

CCTV/Video System Service

CCTV-CNTRL

CCTV - Control Equipment

VID-SERVER-FULL

Server (Hardware Covered)

22

VID-WRKSTN-FULL

Workstation (Hardware Covered)

25

VID-SW-UPGRADE

MILESTONE ANNUAL Software Upgrade Plan/BASE

1

VID-SW-PMA

MILESTONE ANNUAL Software Upgrade Plan/per Channel

745

NVR-SMALL

Digital Video Recorder

1

CCTV-MONITOR-MD

Monitor Medium 19" to 27"

25

CCTV-MONITOR-LG

Monitor Large 29"to 53"

12

VIDEO-KEYBOARD

Video/CCTV Keyboard

3

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CCTV-COMMS

CCTV - Comm Equipment

CCTV-FIBER-MODE

Fiber Optic transmit/Receiver

36

CCTV-TW-PAIR

Twisted Pair Transceiver

75

VOLO Antenna

Wireless transmit/Receiver

12

CCTV-POWER

CCTV - Power Equipment

VID-POE-SWITCH

Power Over Ethernet (POE)

28

CCTV-SURGE-PROC

Video surge protector

12

CAMERA-PS-IN8

Camera PS Indoor 8 Output

10

CAMERA-PS-OUT1

Camera PS NEMA Rated 1 Output

22

CCTV-CAMERAS

CCTV - Camera Equipment

CAMERA-A-I-F

Analog Camera Indoor Fixed

64

CAMERA-I-I-F

IP Camera Fixed

535

CAMERA-I-O-PTZ

IP Camera Outdoor Pan Tilt Zoom (PTZ)

146

CCTV-DOC

Documentation-Reports (CCTV)

1

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ADJUSTMENTS

Adjustments

SSV-MATERIAL

MARATHON SUPPORT AGREEMENT

1

CALL FOR ASSIST

Call for Assist Stations

Phone Stations

Phone Stations

32

WEBS Server

Server

1

Â

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Intrusion

Bosch Intrusion Systems

Bosch Panel

Intrusion Panel

5

BOSCH KEYPAD

BOSCH KEYPAD

7

Motion

Motions tied to intrusion systems

70

Wireless Duress

Cleveland Clinic

26

Intercom

Aiphone Intercom Systems

Door Stations

Door Station

47

Master Stations

Master Station

18

Intercom Exchange

Inetrcom Exchange

7

Time Server

Time Sync Server

1

PEGASYS OPERATOR WORKSTATIONS with software (including associated equipment unique to each operator workstations to include compliance personal identity verification system verification systems and all programming and upgrades (e.g. computers, monitors, printers, badging camera, Power supplies etc.).

Security points resident on METASYS Building Automation System. Includes all wiring/cabling, controllers, panels, and terminal devices, CK720, CK721, CK721A, RDR2, RDR2SA boards, IO-8 boards (e.g. Pegasys interface modules/units, door contacts, duress buttons, PIR s, annunciator panels/lights, egress buttons, motion detectors, lock mechanisms, request to exits, power supplies, Maglocks, Strikes etc.).

Security points resident on PEGASYS/P-2000 Security System. Includes all wiring/cabling, controllers, panels, terminal devices, remote access, switches, CK720, CK721, CK721A, RDR2, RDR2SA boards, IO-8 boards, , battery back-up systems, PIV compliance (e.g. door contacts, hard wire duress buttons, PIR s, annunciators panels/lights, egress buttons, motion detectors, lock mechanisms, card readers (PIV HID Multiclass Compliance and Physical access control), request to exits, Power supplies, Maglocks, Strikes etc.).

CCTV systems controlled/monitored by the police and VAMC employees. Includes all cameras, wiring/cabling, monitors, workstations, video recorders, servers, decoders, switchers/controllers, remote access, DVN s, DVR s, POE switches with name brands as Pelco, Milestone, Everfocus, Axis, Site Manager, Netgear, Nitek and Genex.

Bosch security Escort system interface modules/units, duress buttons, annunciator panels/lights, receiver s wires and cables.

Bosch Intrusion systems interface with panels, terminals, door contacts, PIR s, request to exits, motion detectors and wires.

Security intercom systems, Aiphones, Talk-a-Phones, excluding Elevator intercom; includes all wiring/cabling, controllers and terminal devices, servers (e.g. speakers, call buttons, annunciator panels/lights, cameras, cables/wires etc.).

Police operations, consist of monitors, CCTV systems, servers, DVN s, DVR s CPU s, KVM switches, server racks, equipment identified as, APC/UPS battery back-up systems, OT systems, Netgear, Nitek, Genex, UTP video systems, Leviton, POE switches and Black Box.

Badging station for Personal Identity Verification (PIV) of Federal Employees and Contractors. PIV Compliance for all Physical Access Control Systems (PACS) and meet Federal Information Processing Standard 201 (FIPS 201) compliance. Standards. Must follow all HSPD 12 credentials which have been developed collectively with contributions from various Federal groups including the National Institute for Standards and Technology (NIST), the Government Smart Card Interagency Advisory Board (GSC-IAB), and the Federal Identity Credentialing Committee (FICC).

New Thermal Image system based on the COVID-19 related situations, which includes new Thermal image cameras, Milestone software, Tyco software, Computers and networking.

Switch Blade Drone system, with software, and all equipment to operate the drone.

2. CONTRACT EFFORT REQUIRED

General: It is of utmost importance that the contractor utilizes adequately skilled and productive labor in order to furnish the required level of services specified in this contract. Failure on the part of the contractor to perform satisfactory work and obtain satisfactory results shall necessitate Government action to adjust the contractor s monthly invoices accordingly and/or pursue contract termination.

Contractor shall maintain an office with enough qualified technical staff/mechanics to render on-site emergency services, within four (4) hours of notification by VAMC and eight (8) hours for the Appleton, Green Bay and Union Grove Clinics on all system components under contract. Contractor shall provide an onsite tech Monday thru Friday, 8 hours each day at the Milwaukee VA Medical Center Complex to complete required work within this contract.

Contractor s personnel are required to sign-in immediately upon arrival on-site, at the Police Operation Center (Building 111) East Entrance, room 1116, and sign-out at time of departure.

Contractor agrees to accept as is existing condition of the buildings security systems, related equipment, and Government furnished parts covered under this full-service agreement at the time of contract award.

3. DEFINITIONS/ACRONYMS

VAMC Department of Veterans Affairs Medical Center to include Honey Creek, Appleton, Green Bay, Union Grove and the CRRC

Emergency Service Services/repairs to be performed, (excluding regularly scheduled inspections, preventive maintenance, and repairs) upon Government notification twenty-four (24) hours a day, seven (7) days a week.

Non-Emergency Service Scheduled services/repairs (inspections, preventive maintenance, and repairs) performed during normal work week.

Normal Work Week Monday through Friday, 7:30 a.m. 4:30 p.m. excluding federal holidays.

Environment of Care Program Consists of basic policies and procedures, VAMC specific, to be provided to the contractor to familiarize contractor s personnel with the work environment before the contractor begins on-site work activities. Purpose is to promote safe and effective on-site work performance.

Federal Holidays Observed by the VAMC (and any other day designated as a Federal Holiday by Presidential Decree):

New Year s Day Labor Day Juneteenth (June 19th)

Martin Luther King Day Columbus Day

Presidents Day Veteran s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

4. SERVICES REQUIRED

As a minimum, inspections, preventive maintenance and repairs shall be completed as required by and in accordance with the following:

1. National Fire Protection Association National Electrical Code, NFPA 70-latest edition

2. National Fire Protection Association Electrical Equipment Maintenance, NFPA 70B-latest edition

3. National Fire Protection Association Electrical Safety Requirements for Employee Workplaces, NFPA 70E-latest edition

4. National Fire Protection Association Health Care Facilities, NFPA 99-latest edition

5. Manufacturers requirements and specifications on inspection, maintenance, and operation of each system component, workstation, and operational software which consist of manufactures as; Pegasys/P-2000, Metasys/building automation for security points, J85, Pelco, Axis, Milestone, Marathon, Bosch Intrusion, Bosch Security Escort, Schlage, Site Manager, PIV HID Compliant Physical Access Control, Assa Abloy, Everfocus, Web Contact, Aiphones, Talk-a-Phones, Tripp Lite, APC/UPS battery back-up systems, OT systems, Netgear, Nitek, Genex, UTP video systems, Leviton and Black Box and Johnson Controls Inc.

The contractor shall furnish and install or repair all items/components of building security systems, including items due to wear and tear , unless specifically excluded in other sections of this contract. Items, components, systems include Pelco systems, Milestone servers and workstations, DVN s, DVR s, Multiplexers, switches, decoders, cameras, cabling, fiber, Everfocus, Pegasys/P-2000, Metasys/building automation for security points, J85, Pelco systems , Axis cameras, Milestone systems, Marathon servers, Bosch Intrusion, Bosch Security Escort, Schlage card reader systems, Site Manager CCTV Monitoring, PIV HID Compliant Physical Access Control systems, Assa Abloy wireless card reader systems, Everfocus, Web Contact systems, Aiphone systems, Talk-a-Phones Emergency Towers, Tripp Lite, APC/UPS battery back-up systems, OT systems, Netgear, Nitek, Genex, UTP video systems, Leviton and Black Box, Johnson Controls Inc., Alarm Control Corporation, Doortronics, Ultra Tech, Electronic Security Device (ESD) Company, Altronix and equipment, wiring/cabling, controllers, panels, terminal devices, remote access, switches, CK720, CK721, CK721A, RDR2, RDR2SA boards, IO-8 boards door contacts, duress buttons, PIR s, annunciators panels/lights, egress buttons, motion detectors, lock mechanisms, card readers, etc.

Non-emergency services shall be performed within the normal work week. No non-emergency services shall be performed at other than the normal work week unless prior approval of the Contracting Officer s Representative (COR) or designee is obtained.

Preventive maintenance shall be performed at least annually and more often as recommended/required by component manufacturer(s) and as necessary to maintain specified operational standard for up-time (refer to 12.B this Section). Preventive Maintenance to include the following:

1. Cleaning of system components.

2. Reviewing operating system software diagnostics to ensure that the system is operating to manufacturer s specifications.

3. Calibration and adjustments of system components.

4. Acquisition and installation of software updates/upgrades. Perform database back-ups semi-annually.

5. Provide VAMC requested system-programming changes/improvements totaling eight

(8) hours per contract period.

6. Provide on-site, system specific, orientation/instruction to VA personnel on system operations, system upgrades, revisions, additions. System operation reviews, specific to VAMC, shall be conducted by qualified instructors and consist of no less than 4 structured instructional hours per contract period. In addition, on-site orientation/instruction on system upgrades, revisions and changes shall coincide with completion of such work. Orientation and instruction shall be coordinated to encompass VA personnel on shifts.

7. Provide consultative services, a minimum of four (4) hours per quarter, to conduct and document performance improvement reviews and resolve system operational problems not covered by contract.

8. Update components, as required, of the VAMC security system to transition from obsolete and less efficient subsystems to newer and more efficient subsystems.

Provide two complete sets of system documentation, including updates and procedure books necessary Joint Commission surveyors monitoring and reporting requirements.

Additionally, complete and document all preventive maintenance work specified in the attached system test and inspection forms and provide a schedule to the COR or designee for maintenance and testing dates. (Refer to Attachment A and B for an example).

E. Non-emergency services/repairs shall be completed at time of inspections unless the contractor requests and obtains approval to perform repair work at a later date and time. Requests shall be submitted, in writing, to the COR and state:

- Reason for requested delay in performance of repair work

- Equipment and functions affected by the delay

- Date and time repairs are requested to begin

- Duration of repairs; and

- Operational status of equipment during performance of repair work

F. Contractor shall render unlimited on-site emergency service within four (4) hours and eight (8) hours for the Appleton, Green Bay, and Union Grove Clinics of initial notification by the VA subject to the following one (1) exception:

1. The VA clearly states that the call is not an emergency service notification and work is to be completed the next day of the normal work week.

When an emergency situation arises, the Government has the option to limit the extent of emergency services/repairs to minor adjustments and repairs required to protect the immediate safety of equipment and persons in and about the VA. If this option is exercised, the VAMC will determine a later time when the repair should be completed.

5. MATERIALS AND PARTS TO BE FURNISHED, INSTALLED, AND/OR REPAIRED BY THE CONTRACTOR

Solvents and lubricants shall be of the type specifically approved by the manufacturer of the equipment.

Parts/components shall be approved for use by the manufacturer of the building security system to include approval from the COR or designee.

Software and hardware updates/upgrades shall be approved for use by the manufacturer of the building security system to include approval from the COR or designee.

Contractor shall have on-site, a comprehensive inventory of parts and components, in quantities sufficient to resolve typical device failures, for system equipment covered in order to make necessary repairs and shall provide an inventory list to the VA Police or designee on a monthly basis.

6. TEST EQUIPMENT

Prior to commencement of work on this contract, the contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment, which is to be used by the contractor on VAMC s equipment. This certification shall also be provided on a periodic basis when requested by the VAMC or as a minimum at least semi-annually. Test equipment calibration shall be traceable to a national standard.

7. UTILITIES FURNISHED BY THE GOVERNMENT

Electrical power at existing outlets for the contractor to operate such equipment as is necessary for the performance of work required by this contract.

8. SERVICE MANUALS/TOOLS/EQUIPMENT

The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its service personnel all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

9. FACILITY BUILDING SECURITY SYSTEMS COMPONENTS INCLUDED WITHIN THE SCOPE OF THE CONTRACT

All items noted above are the facility building systems components and are within the scope of work in this contract, unless otherwise noted.

Contractor shall be able to replace parts and components with original manufacture parts.

Contractor shall be able to access systems remotely.

Contractor shall rapidly resolve problems to minimize the impact of safety and business operations.

Contractor shall be able to provide a service team that is certified and has knowledge of all system and component needs.

Contractor shall provide written reports/assessments for preventive maintenance, testing, emergency call outs, and status of normal call work orders.

10. QUALIFICATIONS OF SERVICE TECHNICIANS AND MECHANICS

Service technicians/mechanics engaged in the work to be performed under this contract shall be limited to those submitted in the technical review. Additional or replacement mechanics shall possess at least five (5) years [within the past ten (10) years] experience in inspecting, servicing, programming, troubleshooting, and repairing all items under the contract.

Resumes containing the information specified below shall be submitted to the Contracting Officer (CO) or designated representative for approval prior to assignment of a new or replacement service technician(s) or mechanic(s) to this contract. Upon approval, contractor s personnel shall only be permitted to work in the equipment type(s) which they meet minimum experience requirements and are certified competent.

The full names of all service technicians or mechanic(s); and

Detailed descriptions of the previous ten (10) years employment and experience histories. This includes the name(s) and address (es) of the companies for whom they worked, along with the name(s) and telephone number(s) of their immediate supervisor(s).

Statement of competency. Certified as qualified by the Original Equipment Manufacturer (OEM) and all items stated in the scope of work.

Contractor s employees shall be literate in English. This includes, but is not limited to, the ability to read and understand regulations, contract specifications, detailed written instructions, training instructions and materials, manufacturer s technical manuals and schematics, and shall be able to prepare service and quality assurance reports.

Helpers, apprentices, and trainees shall not be permitted to perform work without the direct supervision of an approved service technician or mechanic.

Contractor shall provide training updates, certifications and statements of competency for all technicians/mechanics assigned, to perform work, under this contract, prior to the start of each contract period.

11. SCHEDULING WORK AND REPORTING COMPLETED WORK

Five workdays prior to the contract start date, and annually thereafter if options are exercised by the Government, the contractor shall submit to the COR an annual schedule of all inspections and preventive maintenance operations. The schedule shall specify the day of the week, and the time of day that work shall be performed for each specific major system component or function in order to facilitate Government verification of work performed, and to minimize disruption of normal operations.

Contractor shall submit upon sign-out a written work report (service slip) of the inspection, preventive maintenance, and repair activities accomplished. Such reports shall specify the nature and location of work performed and parts used.

Contractor shall submit Quarterly reports detailing work performed during that quarter. Report to include, as a minimum, a listing of performed preventive maintenance work, preventative maintenance work scheduled but not completed, emergency and non-emergency repair work, system modifications, security upgrades name(s) of mechanic(s)/technician(s) performing the work, date(s) of work, component(s) serviced/replaced, and location of work performed.

12. QUALITY CONTROL PROGRAM

The contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five (5) workdays prior to the starting date of the contract, the contractor shall submit a formal copy of his program to the COR. The program shall include, but not be limited to, the following:

1. An inspection system covering the building automation system, including a checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections and the name(s) of the individual(s) who shall perform the inspection.

2. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

3. A file of all inspections conducted by the contractor, the corrective action taken, and all plans records for all security system upgrades. This documentation shall be made available to the government during the term of the contract. This includes drawings, list of parts, blueprints of all emergency and non-emergency service/repairs and all security systems upgrades.

Contractor agrees to meet or exceed the operational standard of 99% for the complete system (includes all functions and components). Operational uptime shall be computed for each month-long time period.

Contractor shall advise the VA of changes in code requirements, reliability standards, and performance improvements as recommended by the manufacturer(s).

13. SERVICE NOT COVERED

This contract does not include the performance of any work, as determined solely by the VA, required as a result of negligence, improper use, accident, vandalism, power line fluctuations, or damage by work performed by others for which the contractor is not directly responsible. The contractor shall not supply nor install new attachments as may be recommended or directed by inspection firms or by State, Municipal, or other Federal Government authorities, unless approved in writing by the Contracting Officer or designee.

14. COMPLIANCE WITH SECURITY REQUIREMENTS

A. A VA Police background check shall be a required for all Contractors and any Sub-Contractors employee(s) providing services to the Government. This shall allow the Contractor to access areas within the Medical Center such as offices, clinics, patient rooms, and other restricted areas. No employee shall be permitted to perform work or access non-public areas without a background check and written clearance by VA Police.

Information needed for background checks:

Name (full, including previous names) of any employee who shall be performing work under this agreement.

Social Security Number

Date of Birth

Race

State(s) lived-in

B. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's employees and/or subcontractors approved by the VA Police, shall always wear visible identification while on the premises of the VAMC. Identification shall include but not be limited to a company identification card, which shall include the company name, employee name, title, and a photograph of the employee. All employees of the Contractor or Subcontractor providing services to the Government must wear a company uniform identified with the company name and/or logo. Uniforms must always be neat and clean while working the VA premises and will be approved by the VA Police. Contractor s personnel may be required to possess, and wear VA issued identification cards in addition to the above requirements.

C. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not validate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

D. The Contractor shall be provided keys to access areas in the building. The Contractor shall be responsible for any lost keys, card keys. Associated hardware and any inherent damages (i.e., re-keying of whole building). This cost shall be withheld from payment(s). The decision to re-key the whole facility is solely that of the Government.

E. Any interior or exterior doors that must be unlocked to gain access shall be kept locked during the performance of work. Should any other devices need to be unlocked like an entry gate, those devices must be locked immediately upon entry or exit. At no time shall the contractor allow any person into a locked area or loan keys/access cards to another person. Contractor may be held in default for failure to comply with this requirement and subject the Contractor and employees to contract and other legal remedies.

Reserved.

G. VA Contact: VA Police Physical Security Specialist or the Chief of Police, 414-384-2000 ext. 42222

The Contractor agrees that none of its officers or employees shall use or reveal any research, statistical, medical, patient specific, or security information obtained in the performance of the work without the written consent of the Government.

15. COMPLIANCE WITH THE ENVIRONMENT OF CARE PROGRAM (SAFETY REGULATIONS)

In performance of this contract, the Contractor shall train its employees to follow the basic VAMC Environment of Care policies/procedures and standard safe work practices, and takes such safety precautions as the Safety Manager or his designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance, and the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default.

Contractor shall provide to the Contracting Officer, prior to contract start date, Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemicals on site. Additionally, a copy of all required MSDS shall be maintained at the chemical storage site in a location, readily accessible to VA personnel.

NOTE: OSHA requires used rags and flammable materials to be stored in fireproof containers (provided by the contractor).

16. INVOICES AND PAYMENT

Invoices shall be submitted monthly in arrears to the Government Office designated in the solicitation and submitted electronically.

To constitute a proper invoice, it must include, as a minimum the following information:

Name of the business concern and invoice date.

Contract and purchase order numbers or other authorization for rendering services. Failure to cite these numbers may cause a delay in processing payment.

Description, price, and quantity of property and services delivered or rendered.

Name (where practicable), title, phone number, and complete mailing address of responsible official to whom payment is to be sent and any other substantiating documentation or information as required by contract.

17. INSURANCE

Worker compensation and employer s liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $1,000,000 per occurrence.

Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $1,000,000.

18. PRE-WORK ORIENTATION

Contractor shall attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)

Fire and Safety

Infection control

Disaster procedures

Security (both physical and informational)

Other

B. The Contractor shall be responsible to ensure that Contractor employees coming to the work site shall receive the information required above.

C. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

19. UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT

The Contractor shall not allow his/her employees, including Subcontractors employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call.

20. TAX EXEMPTION

The Federal Government is exempt from most taxes. Exemption Certificates indicating the Medical Center s tax-exempt status will be furnished by the Contracting Officer upon request.

21. SEASONAL INFLUENZA PREVENTION PROGRAM

A. Per VHA Directive 1192.01 (Aug 10, 2020) Before the start of contract performance, and by November 30 of each year thereafter, all Contractor personnel providing services in VA locations where patients receive care and all personnel who come in contact with VA patients must sign and submit to the VA the Health Care Personnel Influenza Vaccination Form (or equivalent) to indicate whether they have been vaccinated for influenza, provide necessary documentation if they have been vaccinated, and acknowledge that they have read, understood, and agree to comply with the requirement that in the absence of vaccination they shall be expected to wear a face mask throughout the influenza season when in VA locations where patients receive care or when expected to come into contact with VA patients to include during transport.

Influenza vaccine is any FDA approved; commercially available product recommended by the Centers of Disease Control and Prevention (CDC) for the prevention of influenza in a season. A face mask is a surgical mask worn over the nose and mouth. Fitted N95 respirators or other respirators are not required.

CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

ATTACHMENT A SAMPLE VA INSTALLING CONTRACTOR VERIFICATION REPORT

ATTACHMENT B SAMPLE VA SEQUENCE VERIFICATION REPORT