J063--PACS Preventative Maintenance-Provide preventative maintenance (PMs) bi-annually Base +4

Pre Solicitation Notice PACS Preventive Maintenance *THIS WILL BE A 100% SDVOSB SET ASIDE* Department of Veterans Affairs (VA) Physical Access Control System (PACS) Preventative Maintenance SCOPE: The Contractor shall provide all personnel, equipment, tools, material, supervision, and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration Winston-Salem Regional Office). PLACE OF PERFORMANCE / HOURS OF OPERATION: Department of Veterans Affairs Regional Office 251 North Main Street Winston-Salem, NC 27155 Normal Business Hours are 7:00 AM EST to 4:00 PM EST. All work will be performed during normal operation hours: Work at the site will not take place on Federal Holidays or weekends. If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours. Vendor shall contact the facility Point of Contract (POC) at least one hour prior to arrival to the station by calling the POC s direct extension. PERIOD OF PERFORMANCE: The period of performance shall be one (1) base year (12 months) with four (4) potential (1) option years to be exercised at the discretion of the Contracting Officer. Government Furnished Equipment: Lenel Physical Access Control System (PACS) OnGuard security systems POST AWARD MEETINGS / PROGRESS MEETINGS: The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government. Contractors attendance at these meetings shall be at no additional cost to the Government. CONTRACTOR QUALIFICATIONS: The contractor or subcontractor shall be a certified and approved reseller for Lenel Physical Access Control System (PACS) OnGuard security systems and HID smart card readers for the duration of the contract term. PREVENTATIVE MAINTENANCE: The Contractor shall provide services required under this contract within normal business hours which are 7:00 AM EST to 4:00 PM EST, Monday through Friday, except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every six (6) months, unless otherwise approved by the facility POC. Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List. Equipment List: Equipment Inventory List Item No. Part Number: Description: Quantity: 1 921PHRTEK0032W PIV Smart Keypad Reader 10 2 SE R40 HID PIV Smart Card Reader 41 3 SY-DV16RD-E8M2-NET Life Safety Power Genetec Enclosure 3 4 SY-MR52-S3 Dual Card Reader Interface 3 5 LP4502 HID intelligent controller 3 6 CLOUDLINK G2 Smart Gateway 3 7 OptiPlex 3080 Dell Tower 1 8 Intellinet 5-Port Ethernet Switch 2 9 ML7.2 12V Battery 6 Twice (2) times a year - Verify functionality of access control doors, duress/panic buttons and head end equipment. Twice (2) times a year - Perform back up of the system database. Twice (2) times a year Conduct software maintenance and functionality tests to include installation of software updates / patches to all equipment. Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government. Twice (2) times a year - Perform preventive maintenance inspections of the security system. Maintenance inspection shall include but not limited to: Operational testing of all PACS equipment. Load Testing of all power supplies and back-up batteries in all systems, Cleaning and adjusting of all equipment Checking equipment for loose mountings or connections, adjusting electric locks, etc. PREVENTATIVE MAINTENANCE REPORTING: Within ten (10) business days of the inspection date, the Contractor shall prepare and submit to the facility POC a written report and shall include but not limited to: Name of Employee providing services Date and time of service Operational test results to include but not limited to access control doors/panic buttons. All deficiencies shall include type, location, part number, test results and quote for repair. Results of power supply and back-up battery tests. All deficiencies shall include type, location, part number, test results and quote for repair. Equipment Adjustments. List, locations, part numbers, and adjustments made. System database back-up. Date and time of back-up. Software maintenance / function check. Software manufacturer s name, software name, software version prior to update, software version after update. Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies. CONTROLLED POWER OUTAGES: The Contractor shall perform as part of Preventative Maintenance two (2) scheduled Controlled Power Outages per period of performance whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation. The first controlled power outage shall take place within 60 business days of the period of performance start date. The second inspection will take place within six (6) months after the initial outage, unless otherwise approved by the facility POC. Report: Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC a written report and shall include but not limited to: Name of Employee providing services Date and time of service Results of power outage, to include deficiencies Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies. In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included two (2) for each priced period of performance. EMERGENCY SERVICES: The Contractor shall provide emergency services that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment. Contractor shall respond to Government calls for emergency services throughout the period of performance. The contractor shall be available to respond to service calls 24 hours a day, 7 days a week, 365 days a year. Emergency services must be initiated, by the contractor, within 8 hours of the Government service call unless otherwise specified by the facility POC. Contractor shall provide an estimated quantity of six (6) emergency services per contract year. Contractor shall submit a report to the facility POC, within 48 hours of the emergency service, outlining at a minimum: Date/time of service call and inspection Duration of inspection Location where services were provided -floor, room, address Description of services provided If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum: Location of repairs needed Description of proposed repair(s) or maintenance service(s), Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance Estimated duration for the repair(s) or maintenance to be completed. INVOICE / BILLING: Invoices will be sent for prompt payment to VSC via the third-party Tungsten. Submitted invoices will have the following information and/or documentation: *Name of business concern, invoice number and date; *Contract number, order number, and obligation number; *Itemized invoice with description and price for each service rendered for each item billed; *Shipping and payment; Payment shall be made in arrears once delivery occurs and services are rendered. POINT OF CONTACT: The Contracting Officer: Jacalyn Hainey jacalyn.hainey@va.gov VBA Regional Office direct contacts: David Gray: David.gray5@va.gov Brian Hawks: brian.hawks@va.gov SYSTEM FOR AWARD MANAGEMENT (SAM): 13.1 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. OPTIONAL TASK UPGRADE: Optional Task Upgrade: Installation of all Government selected Software version UPGRADES to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer. Version upgrades shall include all patches and updates provided to the Government Provided means downloaded, installed & configured, by the contractor, onto applicable PACS computer/equipment. The Government reserves the right to unilaterally exercise the applicable line-item to exercise this optional upgrade task. Upon exercising the optional Upgrade task line-item the contractor shall complete the installation within 120 days of notification. The vendor shall provide a written report that states at a minimum: Software manufacture s name Software name Software version prior to the upgrade and software version after the upgrade Date and time of upgrade Technician/s preforming the upgrade. Provide any passwords The report shall be submitted VIA E-Mail to the facility POC within fourteen (14) business days of the completed upgrade. SERVICE VISIT/CALLS SIGN-IN: 15.1 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 contact and locations of sign-in/out. All service visits/calls shall be documented. Contractor Employee Responsibility 16.1 The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident. Assistance will be required from VBA Support Services personnel to gain access to PACS server located in Support Services Division (SSD) to test/inspect equipment and software. The contractor must be escorted by a member of Support Services staff (SSD) while onsite at the Winston-Salem Regional Office.