Access Control Equipment, Installation, Maintenance and Repairs

SERVICES The Successful Respondent shall provide the following services: New Installations Equipment Replacement Equipment Upgrades Existing System Expansions Programming Database Changes Cardholder Setup Troubleshooting Emergency Repairs Preventative Maintenance Annual Testing Firmware Updates Software Updates Remote Support On-site Support Training PREVENTATIVE MAINTENANCE Preventative maintenance may include but is not limited to: Inspection of Door Hardware Reader Testing Controller Inspection Battery Testing Battery Replacement (as required) Lock Adjustments Software Diagnostics Firmware Updates Cleaning Operational Testing Report of Deficiencies EMERGENCY RESPONSE Because many County facilities operate continuously and contain critical public safety functions, emergency response is required twenty-four (24) hours per day, seven (7) days per week, including holidays. The Successful Respondent shall acknowledge all emergency service requests within thirty (30) minutes of notification. When immediate on-site service is required, qualified personnel shall arrive at the designated County facility within two (2) hours of the initial emergency notification unless otherwise authorized by the County. The Successful Respondent shall maintain a continuously monitored twenty-four (24) hour telephone service capable of receiving emergency service requests throughout the Contract term. Failure to comply with the emergency response requirements may constitute default under the Contract. SYSTEM COMPATIBILITY All equipment furnished under this Contract shall be fully compatible with the County's existing access control infrastructure unless otherwise approved in writing by the County. The Successful Respondent shall verify compatibility of all controllers, readers, locking hardware, software, firmware, power supplies, accessories, and related equipment prior to installation. Any equipment determined to be incompatible due to the Successful Respondent's failure to verify compatibility shall be removed and replaced at no additional cost to the County. AUTHORIZATION OF WORK No work shall be performed without a valid Purchase Order issued by the County except in the event of an emergency. Emergency work may be verbally authorized by the Director of Facilities Management, the Purchasing Agent, or their designated representative, with written confirmation to follow as soon as practical. No payment shall be made for work performed without proper authorization from the County. SCHEDULING AND PERFORMANCE The Successful Respondent shall coordinate all work with the County and perform all services in accordance with schedules established by the County. Work shall be completed within the timeframes established in each Purchase Order or work assignment. The Successful Respondent shall notify the County a minimum of forty-eight (48) hours prior to commencing scheduled work unless otherwise directed by the County. Work shall be performed in a manner that minimizes disruption to County operations, building occupants, and security. Failure to meet required schedules may result in cancellation of work assignments, procurement from alternate sources, termination of the Contract, and/or assessment of damages incurred by the County PLANNED WORK PROCEDURES When requested by the County, the Successful Respondent shall perform a site visit to review the proposed work and shall submit a written proposal containing, at a minimum: Estimated labor Estimated materials and equipment Proposed schedule Estimated start date Programming requirements Anticipated system interruptions County responsibilities Other trades required Any special conditions or requirements No planned work shall commence until authorized by an official County Purchase Order. MATERIALS AND EQUIPMENT All equipment, materials, software, hardware, components, cabling, accessories, and replacement parts furnished under this Contract shall be new, unused, and free from defects unless otherwise approved by the County. Equivalent products may be furnished only upon prior written approval of the County. All work shall be performed in accordance with manufacturer recommendations and all applicable federal, state, and local codes and regulations. Upon request, the Successful Respondent shall provide manufacturer specifications, product data sheets, warranty information, certificates of compliance, or other documentation necessary to verify compliance with the Contract requirements. The County reserves the right to reject any equipment or materials that fail to comply with the Contract Documents