Inactive

Page 19 of 19 STATEMENT OF WORK TWO-WAY RADIO SYSTEM UPGRADE, PREVENTIVE MAINTENANCE, AND REPAIR GENERAL REQUIREMENTS Government seeking Contractor who can provide software upgrades to a Managed Zone ... Page 19 of 19 STATEMENT OF WORK TWO-WAY RADIO SYSTEM UPGRADE, PREVENTIVE MAINTENANCE, AND REPAIR GENERAL REQUIREMENTS Government seeking Contractor who can provide software upgrades to a Managed Zone Core system (MZC), repair on the Motorola Astro 25 Digital Two-Way Radio L Core System, eleven (11) Community Based Outpatient Clinics (CBOC), install and integrate two (2) consolettes for radios and antennae at the Sugarland and Humble CBOCs, Land Mobile Radios (LMR), PD Mobile Units, replacement of Two-Way Radio System components on or nearing end-of-life replacement, antennas, repeaters, network switches, routers, Voice Logging Equipment, and all existing and remaining Motorola System components at all these sites, and Preventive Maintenance (PM) during the first year of installation. Contractor shall provide all labor, material, parts, equipment, travel, transportation, and supervision to provide comprehensive upgrade, PM, and repair on the Emergency Two-Way radio system for the MEDVAMC. GOVERNMENT IS SEEKING CONTRACTOR WHO CAN PROVIDE THE FOLLOWING: Contractor shall provide all software, firmware, parts, material, equipment, travel, transportation, and supervision to provide software upgrades, preventative maintenance on the MCC7500 IP Dispatch Console, Police and MEDVAMC two-way radio system, and all existing and remaining radio equipment and components. Contractor shall provide all materials, operator and installation manuals, hardware, latest software upgrades, integration with existing security systems, CCTV, and Integration Programming, and passwords and credentials to access all software and programs associated with all existing and remaining components of the entire system.. Contractor shall provide ALL required Licensing in lieu of recurring licenses and/or fees for the hardware and software including all existing and remaining radio system components. Contractor shall provide Emergency Hands-On Response Service and Motorola Factory Technical Support for ALL Two-Way Radio System issues and failures. Contractor shall install two Administrator Computer Workstations for system maintenance, monitoring, and programming. Contractor shall install all the latest software and firmware as it becomes available from Motorola Solutions. Workstations shall be upgraded to the latest Windows Operating System (OS) and latest versions of Microsoft Office for producing required reports and records. Contractor shall provide a Motorola Customer Support Manager (CSM) to coordinate support of resources to enhance the quality of service delivery and to ensure minimal down time of radio system. The CSM is responsible to oversee the execution of support, contract (maintenance and warranty) by serving in the role of customer advocate. Contractor shall ensure they serve as a point of contact for issue resolution and escalation, monitoring of contractual performance, providing review and analysis of process metrics, and for continuous improvement with customers. Contractor shall ensure any changes to the information in all documentation shall be communicated to the Customer Support Manager and COR as soon as possible. CONTRACTOR SHALL NOT CONNECT TO ANY VAMC OI&T NETWORK OR COMPUTER WITHOUT THE APPROVAL OF THE VAMC INFORMATION SECURITY OFFICER (ISO). Contractor shall ensure all usernames and passwords are up to date and system access is provided if any users are locked out from access to Radio System by providing new access credentials approved by COR and VAMC Electronics Department. DISPATCH SERVICE Contractor shall provide the Motorola System Support Center's (SSC) Call Center Operations for the central point of contact for all technical service requests. . Contractor shall ensure the SSC function is to manage all calls, so the request shall be tracked and monitored from beginning to end, via the Case management process. Contractor shall ensure Customer Support Representatives are available and are trained to prompt the caller for information necessary to understand the situation and determine the next steps to be taken. Contractor shall ensure the Technical Support Team tracks the status of the Cases and ensures that all personnel involved including MEDVAMC COR have access to all pertinent information. Contractor shall ensure if any problems are experienced during the Case management process, the Customer Support Representative shall escalate the issue to the appropriate service management team and keep MEDVAMC COR informed. Contractor shall ensure appropriate action shall be taken to resolve all issues and ensure MEDVAMC satisfaction and Motorola compliance to contracted commitments. ON-SITE INFRASTRUCTURE RESPONSE Contractor shall ensure the Call Center Operations determine that hands-on support is needed to resolve the problem, they shall dispatch the appropriate Motorola Local Service Provider to perform repairs, such as exchange Field Replaceable Units (FRU), or take other appropriate action to keep radio system online. Contractor shall ensure all computer and equipment software and operating systems are backed-up for recovery purposes and provide copies for the MEDVAMC. Contractor shall provide Motorola Online Service (MOL) to the MEDVAMC. Contractor shall provide on-site Motorola Local Service Provider response as determined by pre-defined severity levels and response times. Severity 1 issues are dispatched twenty-four (24) hours a day, three hundred sixty-five (365) days a year including holidays. The Standard Response time is 4 hours or less for Severity 1 events. Contractor shall ensure upon receipt of malfunctioning equipment, the Infrastructure Depot Operations (IDO) shall fully system test and repair malfunctioning Motorola manufactured boards/units down to the component level utilizing automated test equipment. Contractor shall ensure all system tests are performed to ensure that all software and hardware is set to current existing configurations. Contractor shall ensure if the unit is not manufactured by Motorola, the unit may be returned to the Original Equipment Manufacturer (OEM) for repair or another third-party vendor for repair at the Contractor s expense. Contractor shall ensure Motorola coordinate and track third-party equipment sent to the original equipment manufacturer or third-party vendor for service. Contractor shall ensure that once the equipment is received from the IDO, the Motorola Local Service Provider shall either re-install the equipment or return to the MEDVAMC for spare inventory. ADVANCE REPLACEMENT Contractor shall ensure upon availability; Motorola shall send via overnight delivery service an advanced field replacement unit(s) (FRU) in exchange for malfunctioning unit(s) at no additional cost to the government. Contractor shall ensure Motorola's IDO provide new units as FRU. Malfunctioning unit(s) are evaluated and repaired by the IDO and returned to the IDO's FRU inventory upon completion of repair. Contractor shall ensure Non-Standard configurations and Customer-modified units are included with this service. Contractor shall ensure Non-standard configurations and Customer-modified units are included with this service. TECHNICAL SUPPORT Contractor shall ensure Technical Support is available 7 days a week, 24 hours a day, and 365 days a year for Severity 1 (High Priority) issues. Contractor shall ensure the Motorola System Support Center's (SSC) staff shall work with an approved local Motorola service organization or technicians to handle questions related to your Motorola 2-way communications system. Contractor shall ensure the SSC's System Technologists troubleshoot the system to more clearly define a problem and determine the area of failure in order to decide on the most suitable action plan. Contractor shall ensure that if the problem is beyond the scope of the SSC's staff, they shall contact key personnel who are involved with the design, development, and manufacture of your communication products for resolution. TRAINING: Contractor shall provide 240 hours (per option year) offsite Factory Motorola Training for MEDVAMC Electronic Technicians with all expenses included and no other costs to the MEDVAMC. Contractor shall ensure that the training will be for the Motorola Astro 25 L-Core system, subscriber units, mobile units, NICE Recorders, core systems, any related new or current Motorola technology training, and on all existing and remaining radio system components. PRE-TESTED SOFTWARE SUBSCRIPTION Contractor shall provide available Pre-Tested Software Subscription updates of the latest anti-virus definition, intrusion signature files and OS Patches that have been pre-tested on a Motorola test system to ensure they do not interfere with radio system functionality. Pre-tested updates shall be made available as necessary, however, an outbreak of malicious code that is deemed a significant threat to the Astro 25 radio network will cause a priority test cycle to occur which will release anti-virus definition updates within 24 hours. NETWORK PREVENTATIVE MAINTENANCE Contractor shall provide Network Preventative Maintenance and an annual operational test to ensure all Equipment meets original manufacturer s specifications. Contractor shall provide Network Preventative Maintenance along with Dispatch Service. Contractor shall provide Dispatch Service and the Network Preventative Maintenance schedules that have been pre-determined. Contractor shall be having the responsibility to schedule the Network Preventative Maintenance with Motorola's System Support Center and the MEDVAMC. Contractor shall ensure Voice Over Internet Protocol (VOIP) connections with CBOC are always online and communicating with the MEDVAMC Contractor shall take entire system down for thorough cleaning of all dust accumulated inside of all equipment (electronic and hardware) and all devices. NICE Data Logger Maintenance Contractor shall provide Motorola System Support Center (SSC) support and shall initiate the Customer service request to NICE technical and customer service when required by the VAMC. Contractor shall provide Post Warranty Services by NICE to include phone coverage, on-site support and hardware support for applicable NICE Logging Equipment integrated within a Motorola Network or Vortex Console. COORDINATION OF REPAIR Contractor shall provide Coordination for Repair with Local Service Provider and will exchange FRUs/components/assemblies or take other appropriate action to restore the system with minimal down time. Contractor shall ensure if the problem is found to be system related, the Contractor shall be responsible to coordinate the resolution. If the problem is found to be antenna, or telco related, the Contractor will be responsible to coordinate the resolution. Contractor shall be responsible to coordinate resolutions if the problems are found to be telco related. Contractor shall Verify once the issue is resolved, the Motorola Local Service Provider shall call the SSC Call Center to request verification of repairs and time frame of return to service. Contractor shall ensure all Case Number Closures: Once the issues have been verified, the Motorola Local Service Providers repair notes shall be documented in the Case and the Case will be closed. Technical Support Response Times: RESPONSE* Severity 1: Within 1 hour Severity 2: Within 2 hours Severity 3: Within 24 hours INFRASTRUCTURE REPAIR: Retrieval of equipment: The procedures for Dispatch Services will be followed and the Motorola Local Service Provider will retrieve the malfunctioning equipment. Shipping to the IDO: The Motorola Local Service Provider will obtain a Return Authorization (RA) number and ship the equipment to the Infrastructure Depot Operations (IDO) for repair. Repair of Equipment: The IDO shall receive the equipment, system test and repair Malfunctioning Motorola Manufactured boards and units. Return of equipment: IDO shall return repaired equipment by fastest possible delivery service and Contractor shall incur all shipping costs. Re-installation of equipment: The Motorola Local Service Provider will re-install the serviced units or return for spare inventory. OBTAINING ADVANCE REPLACEMENT SERVICE: The procedures for Dispatch Service will be followed. If during the delivery of Dispatch and On-Site Infrastructure Response services, the Motorola Local Service Provider identifies the need for an advanced replacement unit(s) FRU, the Motorola Local Service Provider will call the SSC and request an exchange board. Provide Information: The Motorola Local Service Provider will provide the component description, model number, serial number, type of system and firmware version, and site location FRU is to be delivered. Contractor shall ensure the MEDVAMC provide a purchase order number for billing for any additional costs or repairs. Typical charges are for components not returned, or shipments and handling charges outside of normal business hours. FRU shipment: FRU will be programmed to customer's template, if provided. If no template is provided or is not usable, a generic template will be used. FRU are shipped next day air via Federal Express Priority Overnight or UPS Red unless otherwise requested. Shipments other than these programs, NFO (next flight out), are subject to additional charges. Motorola pays shipping and handling charges during normal operating hours of Monday through Friday 7:00am to 7:00pm CST. Anything outside of these hours are subject to additional shipping and handling charges. Motorola will provide a return air bill with the FRU for return the malfunctioning unit. Ship Malfunctioning Unit to IDO: After receiving the IDO's FRU, the Motorola Local Service Provider will package the malfunctioning unit and ship it to the IDO within 5 days. Please reference the return air bill to ensure proper tracking of the return. Install the Exchange FRU: The Motorola Local Service Provider will install the FRU or replenish spare inventory. All Equipment procured for the MEDVAMC shall be on the GSA Approved Vendor List for FIPS 201-2 Compliance. CONTRACT REQUIREMENTS Government seeking Contractor who shall provide the following: Contractor shall deliver all materials to the Michael E. Debakey VA Medical Center (MEDMEDVAMC) prior to installation and contractor will be required to provide storage container(s) while MEDMEDVAMC will provide space for onsite placement of the storage container(s). Contractor shall deliver Shop Design drawings (Electronic and Hard Copy), Amperage Draw Calculations, and Device Schedules for all installed wiring, panels, devices, wiring terminations, radio system components, including all existing and remaining devices/wiring, including Serial numbers, and IP Addresses to the Contracting Officer (CO), Resident Engineer (RE), and Contracting Officer s Representative (COR) for approval prior to proceeding with the delivery and installation. Contractor shall ensure all installations are installed according to ALL National Electrical Codes (NEC), National Fire Protection Association Codes (NFPA), Federal Communications Commission (FCC) standards, and by Texas Department of Licensing and Regulation Contractor Licensed Technicians. Contractor shall provide documentation for compliance. Contractor shall ensure all Hardware and software shall be compatible with Motorola Radio System, Modules, and related hardware shall be furnished from Motorola manufacturer who has regularly engaged in the manufacturing of such products for a minimum of five (5) years, and shall be of premium grade material, construction, finish, and manufactured in 2019 or later model year. Contractor shall review daily work progress during installations and communicate with the Contracting Officer s Representative (COR) for any requirements for Motorola Hardware and Software Installation and Programming. Contractor shall label ALL installed panels, devices, wiring, connections, and program into Motorola L-Core Radio System and correspond with As-Built Drawings, IP schedules, and Submittals. Contractor shall provide all technical and operational manuals for all equipment. Contractor shall include PM on all existing and remaining facility CCTV, Offsite Monitoring, and PACS Control Systems integrating to main monitoring system and radio communication with Police Officers and Mobile Units. Contractor shall adhere to PM Schedule for all components including weekly, monthly, quarterly, semi-annual and annual PM Schedules. Contractor shall maintain programming of all radios and programming of subscriber units (including Encryption Programming) into Motorola Radio System and ensure proper operations and current software and code plug programming versions. Contractor shall periodically schedule down time during low radio traffic hours each quarter (three months) to take system down for preventative maintenance to clean the internal components of all equipment including network switches, routers, repeaters, circuit boards, fans, hard drives, and all existing and remaining components to be clean and dust free to prevent heat build-up and malfunctions. Contractor shall ensure all radios are in working order and provide an alternate communication means if any failures occur. Contractor shall provide replacement sets of equipment (to be determined by the COR) of spare parts for installed hardware including existing and remaining components for minimal down time. Contractor shall not connect any devices or computers to MEDVAMC Computer Network without prior approval from MEDMEDVAMC Information Security Officer (ISO). The C&A statements do not apply to this contract. Contractor shall provide Motorola Factory Offsite Training for MEDVAMC Electronic Technicians who serve as administrators for the installed system, with Certification and Licensing for the hardware, software, and programs associated with all Motorola Radio Systems and equipment installed. Contractor shall provide On-site Training for ALL System Operators, required staff, Electronics Technicians, and two-way radio subscribers. Contractor staff shall not enter any government building without the approval and escort of the COR or MEDVAMC Representative. Contractor shall ensure all areas disturbed during any installations shall be repaired and refinished to meet or exceed pre-installation condition. All equipment installed outside or exposed to outside elements shall be weatherproofed and installed to withstand hurricane and extreme weather conditions. Contractor shall integrate and maintain ALL Voice Over Internet Protocol (VOIP) communications for all Community Based Outpatient Clinics (CBOC) and ensure that the CBOCs can be controlled, maintained, and monitored by the MEDVAMC Houston Main Campus Network Communications. Contractor shall provide ALL Software and Firmware updates for all existing and remaining equipment when they become available. Contractor shall ensure to replace/maintain Hardware and Software System Keys and cabling including network connections whose specifications are described in detail below. Contractor shall also provide means for offsite Alarm Notification for Alarms and Video. Contractor shall provide maintenance for all Emergency Announcement Interfaces from PACS System to Emergency Announcement and Radio Alert system. Contractor shall provide install and integrate all radio system components into Motorola Radio System. Locations will be provided by MEDMEDVAMC. Contractor shall tag and label all equipment and provide detailed lists of all radio equipment and serial numbers. SPECIFIC CONTRACT WORK REQUIREMENTS Computer Workstations, Laptops, Hardware and Software Government seeking contractor who shall provide the following: Latest Windows Operating System (64-bit OS) Computer Workstations Graphics Software and integrate Building Drawings into Software to show locations of Radio Equipment and Devices. Video Cards 16 GB 512 bit or larger All required Licenses and Software for Motorola ASTRO 25 L-CORE Radio System (2 ea.) Network Interface Cards on each Workstation for CCTV Integration 6. 1 TB or larger Hard Drive on each Workstation 7. Latest Windows Office software with Excel 8. 16 GB RAM 9. Intel Core i7 Processor or latest Processor 10. 2 GB video Card 11. 24 HD Monitors for Workstations and Servers 12. Uninterruptable Power Supplies (UPS) XX. LOCATION OF WORK Michael E. Debakey VA Medical Center (MEDMEDVAMC) located at 2002 Holcombe Boulevard, Houston, Texas 77030. CBOC LOCATIONS: Beaumont, Lufkin, Conroe, Galveston, Katy, Lake Jackson, Richmond, Texas City, Tomball, Sugarland, CCRC, and Humble XXI. MATERIALS AND WORKMANSHIP All new material becomes the property of the Government. When requesting approval, the Contractor is required to provide full information concerning the material or articles. When directed to do so, the contractor shall submit samples for approval at the contractor s expense, with all shipping charges prepaid. The Contracting Officer may require, in writing, that the Contractor remove from the workplace any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable. All work under this contract shall be performed and accomplished by competent and experienced personnel who are trained and certified by the manufacturer of the model listed in this contract. The contractor can be required to furnish valid proof of this training and certification as well as related work experiences as one of the bidder s qualifications for the offer to be considered. XXII. INSPECTION OF MATERIALS AND ARTICLES Notwithstanding any other terms and conditions of this contract, Inspection of materials and articles furnished under this contract will be made at the site by the COR or his designee, unless otherwise provided for in the specifications. Final inspection will not be made until the contract work is ready for beneficial use or occupancy. The contractor will be required to notify the Contracting Officer, through the COR, prior to the date on which the work will be ready for final inspection. XXIII. SAFETY REQUIREMENTS In the performance of this contract, the Government is seeking a contractor who can take such safety precautions as the Contracting Officer, or his/her designee, may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor employees shall have documentation for 30 Hour Construction Safety Training and 10-hour training as required. The Contractor will be required to have one supervisory employee, who will disseminate requirements to those who work at our facility, report to the Safety Manager s office for a one- (1) time training class before working on-site. The Contracting Officer (CO) or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The contractor, after receipt of such notice, will be required to immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor or his representative at the site of work, shall be deemed sufficient for the purpose aforesaid. If the contractor fails or refuses to comply promptly with such notice, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default. XXIV. PROGRESS SCHEDULE The Government seeking a contractor who can submit with the schedule of costs, a progress schedule that indicates the anticipated installation of work versus the elapsed contract time, for the approval of the Contracting Officer. The starting date of the schedule shall be the date the contractor receives the "Notice to Proceed." XXV. SUBMITTALS The Government is seeking a contractor who can submit two (2) copies of material, serial numbers, operation and installation manuals, cut sheets, device lists, Hard Copy and Electronic Drawings, and equipment submittal catalogs data for approval. XXVI. WORK SCHEDULE Work hours: work hours are normally 8:00 A.M. - 4:30P.M., weekdays excluding Federal holidays. (Contact COR for approval to work outside these hours). Federal holidays: Without prior approval from the COR no work shall be performed on these days. The ten Federal holidays are: New Year's Day Martin Luther King's Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas If a holiday falls on Saturday or Sunday it is observed on Friday or Monday, respectively and no work shall be performed on these days without prior approval. XXVII. UTILITY INTERUPTIONS Contractor shall coordinate any planned utility shutdowns with the COR, PD, and VAMC. Contractors shall not work on energized circuits. Only testing of energized circuits is authorized, Utility Shut down request must be approved by MEDMEDVAMC Director, and that proper ARC Flash Hazard PPE is worn. The contractor shall be required to notify the MEDMEDVAMC Electric Shop (phone: 713-794-7591 or 713-791-1414 X-25884) immediately if Electrical Circuits are interrupted or tripped. XXVIII. WARRANTY The warranty shall at a minimum include, but may not be limited to the following: - In addition to any other warranties in this contract, the contractor warrants, except as provided in paragraph (i) of this clause, that work performed under this contract conforms to the contract requirements and is free of any defect in equipment, material, or design furnished, or workmanship performed by the contractor or any subcontractor or supplier at any tier. This warranty shall continue for a period of one (1) year from the date of final acceptance of any work. If the Government takes possession of any part of the work before final acceptance, this warranty shall continue for a period of 1 year from the date the Government takes possession. The Contractor shall remedy at the contractor s expense any failure to conform, or any defect. In addition, the Contractor shall remedy at the contractor s expense any damage to Government-owned or controlled real or personal property, when that damage is the result of The Contractor s failure to conform to contract requirements; or Any defect of equipment, material, workmanship, or design furnished. The contractor shall restore any work damaged in fulfilling the terms and conditions of this clause. The Contractor s warranty with respect to work repaired or replaced will run for 1 year from the date of repair or replacement. The Contracting Officer will notify the Contractor, in writing, within a reasonable time after the discovery of any failure, defect, or damage. If the Contractor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the Government shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the contractor s expense. With respect to all warranties, express or implied, from subcontractors, manufacturers, or suppliers for work performed and materials furnished under this contract, the contractor shall Obtain all warranties that would be given in normal commercial practice. Require all warranties to be executed, in writing, for the benefit of the Government, if directed by the Contracting Officer; and Enforce all warranties for the benefit of the Government, if directed by the Contracting Officer. In the event the contractor s warranty under paragraph (b) of this clause has expired, the Government may bring suit at its expense to enforce a subcontractor s, manufacturers , or supplier s warranty. Unless a defect is caused by the negligence of the Contractor or subcontractor or supplier at any tier, the contractor shall not be liable for the repair of any defects of material or design furnished by the Government or for the repair of any damage that result from any defect in Government-furnished material or design. This warranty shall not limit the Government s rights under the Inspection and Acceptance clause of this contract with respect to latent defects, gross mistakes, or fraud. XXIX. Delivery Schedule The Contractor shall ensure delivery of all materials within 1 week after Contractor receives the notice to proceed. Installation shall be completed within 10 calendar days after the date of delivery. XXX. Invoice and Payment Notwithstanding to FAR 52.212-4, invoice shall be billed in arrears, and payment shall be processed upon the receipt of a properly prepared invoice. Payments will be made monthly via EFT (Electronic Fund Transfer) from the VA Financial Service Center. All invoices shall reference both contract number and purchase order number which will be issued by the Contracting Officer. Contractor shall be responsible for ensuring that there is a correct purchase order number on the invoices. Invoices without purchase order number or with incorrect purchase order number will be rejected. XXXI. Identification Cards PIV badging and background checks required for all contractor personnel. Allow ample time for fingerprinting, background checks, and PIV badge printing or flash badging to be determined by VA management. XXXII. Contractor Mandatory Training Contractor Personnel shall complete the following training prior to start of work at the MEDMEDVAMC. Training available on MEDMEDVAMC Training Management System (TMS) or Source as listed. Documentation of completed training shall be submitted and kept on record. See following table: Contractor Rules of Behavior Phone ID by VA Police: Police Service Fingerprinted (as required): HR VA Privacy Training Cyber Security Training VA Compliance Business and Integrity Training (CBI) Code Blue Training Fire and Safety Training Infection Control policy and Procedures Emergency Preparedness / Disaster Policy and Procedures XXXIII. Device Locations Locations will be provided by MEDVAMC