Performance Work Statement Lenel PACS Semi-Annual Preventative Maintenance 1. INTRODUCTION: The purpose of this procurement document is to maintain the Winston-Salem VARO 318 Lenel Physical Access Control System (PACS) OnGuard security systems at fully operation condition, performing all required preventative maintenance and upkeep thus ensuring system compatibility is maintained for future facility infrastructure. It is essential that all required preventative maintenance on associated devises and peripheral equipment is maintained to ensure the safety of VA staff personnel. 2. PERIOD OF PERFORMANCE: The period of performance will be for one year from date of awarded contract with four option years based on satisfactory past performance evaluations. 3. SCHEDULE All delivery orders will be at the following address: Department of Veterans Affairs Regional Office 251 North Main Street Winston-Salem, NC 27155 4. HOURS OF OPERATION All work will be performed during normal operation hours: Monday-Friday 7:00am-4:00pm 5. HOLIDAYS: No work will be performed on federal holidays or other mutually agreed upon time. The observed holidays include New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. All services must be scheduled and coordinated with the Contracting Office Representative (COR). 6. SCOPE Of WORK: The Scheduled preventative maintenance, to be performed twice annually, will include: a. Visual inspection of PACS for any component discrepancies, to include lose wiring, faulty connections and general wear. b. System performance analysis. c. Battery power supply inspection of UPS (uninterrupted power source). d. Main power supply inspection. e. Cleaning of all control components. f. Checking all system components such as keypads, card readers, doors and locks; recording any variations. g. Checking all system control panels/circuit boards to ensure system integrity, free of dust/debris, lose or faulty wiring. h. Checking network connection between door controllers. i. Inspect any audible warning or alarm devices for proper operation. j. Checking data logs. k. Perform any required test and logging the results. l. If found, reporting any current damage or components that are likely to fail. 7. CERTIFICATION OF CONTRACTORS: a. Contractor must have a current license from Lenel showing they are an authorized Lenel Servicer and Dealer of software/hardware. This license must stay current during the life of the contract. b. Contractor is required to have all technician(s) performing under this contract to hold a current certification by Lenel to install, service, maintain and support the Lenel Security System. 8. CONTRACTOR PERFORMANCE REQUIREMENTS a. The contractor is required to supply all tools, labor and materials to maintain the equipment in a fully functional state. This shall include the cost of remotely accessing the system if or when required. b. The contractor shall perform any necessary/required programming after any preventative maintenance action. Any modifications of any hardware that is associated with the security system and/or this agreement must meet Lenel written approval. 9. CONFORMITY TO REGULATIONS: The Contractor shall conform to all Federal, State and local regulations governing maintenance on physical access control systems. 10. IDENTIFICATION: Contractor s employees must have identifiable information on their uniform, to include their name and company s logo at a minimum. 11. SERVICE VISIT/CALLS SIGN-IN: Service visits will be mutually coordinated with the COR and contractor. The Contractor will sign in and out while performing any service. An escort will be provided throughout the maintenance service visit to ensure established GSA/RO security requirements are upheld. The COR shall provide instructions as to the point of contacts and locations of sign-in/out. All service visits/calls shall be documented. 12. REPORTS: Following the preventative maintenance visit, the Contractor shall provide a written report to the Contracting Officer s Representative (COR) within ten (10) business days, detailing the results of the maintenance visit, noting and addressing any discrepancies found and making specific recommendations toward future remedial action, or upgrades. Any unsafe conditions encountered during the service call shall be reported immediately, to the COR, advising the Department of Veterans Affairs Veterans Benefit Administration Regional Office of the found condition(s) and remedial action(s) required. 13. INVOICE / BILLING Invoices will be sent to the COR at the regional office for prompt payment of services after performance of Job and deliverables are received. Invoices will have the following information and/or documentation: *Name of business concern, invoice number and date; *Contract, order number, and obligation number; *Itemized invoice with description and price for each service rendered for each item billed; *Shipping and payment; Payment shall only be made once delivery occurs and services are rendered. 14. POINT OF CONTACT: The Contracting Officer shall delegate the COR to monitor the Contractor s performance. Additional Point of Contacts: David Gray:
[email protected] 15. SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Regulations (FAR) require that vendors register and maintain active registrations in both the System for Award Management (SAM) database (http://www.sam.gov) and VETBIZ (https://www.vetbiz.va.gov) prior to submitting quotes and during the entire period(s) under contract. Award cannot be made until the Contractor has completed registrations.