This is a service / maintenance or supply contract in Arlington, Virginia. Contact the soliciting agency for additional information.

Description: The Contractor shall furnish all necessary labor, transportation, parking fees, tools-of-the-trade including specialized diagnostic testing equipment, consumable supplies (including, by way of illustration and not limitation, lubrication, solder, caulking, tape, wire nuts, fasteners, gases, and other consumable items) and materials as required to provide comprehensive preventive maintenance on all security equipment listed herein. The services, work, and/or items that the Contractor shall provide in a timely and proper manner for security systems at the Arlington County owned and leased facilities in accordance with the Contract include, but are not necessarily limited to, the following: 1. SERVICE REQUIREMENTS The Contractor shall furnish all necessary labor, transportation, parking fees, tools-of-the-trade including specialized diagnostic testing equipment, consumable supplies (including, by way of illustration and not limitation, lubrication, solder, caulking, tape, wire nuts, fasteners, gases, and other consumable items) and materials as required to provide comprehensive preventive maintenance on all security equipment listed herein. The equipment listed in Schedules A and B represent current County inventory covered by this Contract. The Contractor shall provide maintenance, emergency on-call response, inspection, testing, repair, replacement, and installation services for the equipment listed on Schedules A and B in accordance with the pricing schedule. The Contractor shall provide the above listed services at County owned/leased/operated facilities. For equipment not listed on Schedules A and B payment will be done on a time and materials or project basis. All charges for materials, parts and equipment shall be included, at cost, by the Contractor. No "portal to portal" charges, fuel surcharges or miscellaneous fees are permitted under the contract. The following systems are included under this Contract: o Network Video Systems, o Intrusion and Detection Systems, o Duress Systems, o Electronic Access Control Systems, o Fire Panel Monitoring Systems, o Security Gates, and o Safe Havens 2. INSPECTION, TESTING, AND PREVENTIVE MAINTENANCE SERVICE The Contractor shall perform inspection, testing, and preventive maintenance of all equipment listed in Schedule A - Equipment List and Schedule B - Software in accordance with the guidelines identified in Schedule C - Guidelines. Upon the Contract award, the Contractor shall provide to the County Project Officer or designee within ten (10) calendar days of the issuance of a valid County Purchase Order an inspection, testing, and preventive maintenance initial schedule for all equipment in Schedules A and B for review and approval. Contractor shall begin inspection, testing, and maintenance on all equipment in Schedules A and B upon County approval of the submitted schedule. The Contractor shall submit a monthly schedule with a new assigned work order number for approval to the County Project Officer five (5) business days prior to the start of each month. The initial service to any equipment shall be the annual service or next highest cyclical service (e.g., semi-annual, quarterly) and shall meet the guidelines identified in Schedule C. Upon completion of the initial service of all equipment listed in Schedules A and B and within one hundred twenty (120) calendar days of the County's approval of the schedule, the Contractor shall submit to the County's Project Officer one (1) electronic PDF copy on flash drive of a written report identifying the building name, building address, the date of service visit and the following information for all equipment listed in Schedule A and B: a. Equipment type, location, model number, and manufacturer (the Contractor shall verify the equipment listed in Schedules A and B for accuracy). b. List of security systems equipment not included on Schedules A and B. Include equipment type, location, model number, and manufacturer. c. A statement as to the current condition of each piece of equipment. d. A description of work performed as a part of the annual preventive maintenance visit. e. Specific recommendations for any repair or modification which the Contractor believes could enhance the operation of the equipment; and f. An estimate of the cost of each task to accomplish the work recommended in item 5 above using the Contract labor rates. A written report meeting the criteria above shall be provided yearly after each annual service and within sixty (60) days after the contract anniversary date. All major deficiencies found during any service visit shall be relayed by phone or in person to the County Project Officer or designee on the same day of the service visit. Major deficiencies are deficiencies that compromises building security. All inspection, testing, and preventive maintenance of all equipment identified in Schedules A and B shall be performed by personnel that meet the criteria of Electronics Technician or Project Manager identified in Paragraph 13. CONTRACTOR'S PERSONNEL below. A helper can provide assistance only under the direct supervision of approved personnel. ON-CALL CORRECTIVE WORK RESPONSE TIMES The Contractor shall provide twenty-four (24) hours a day, seven (7) days a week for fifty-two (52) weeks a year on-call and emergency repair services. The Contractor shall arrive onsite with all tools and materials necessary to complete the repairs within two (2) hours of a call identified as an emergency and within four (4) hours for routine service calls. On-call repair services shall be completed on a time and materials basis using contract unit prices. No work is authorized unless specifically approved in advance by the County Project Officer or designee and unless a valid County Purchase Order has been issued. If the Contractor is unable to or fails to respond within the required time frame, the County reserves the right to obtain the service elsewhere. If the Contractor is unable to or fails to respond within the required time frame on two (2) or more occasions during any three (3) month period, the County may terminate the contract for default. WORK REQUEST, WORK ORDER NUMBER ASSIGNMENT AND WORK TICKETS For time and material work less than $5,000, the County will issue Work Orders to the Contractor. All time and material work shall require associated Work Tickets indicating the issued Work Order number. The Contractor's employees shall validate their time and material work through sign-off on the Work Ticket by the County Project Officer or designee. The sign-off on the Work Ticket shall be considered evidence of the site visit only and shall not be construed as the County's acceptance of any work performed during the visit or the amount of labor hours charged to the job. The Contractor shall submit a proposal for all inspection, testing, maintenance, repair, replacement, and installation services whose cost estimates exceed $5,000. For large projects, submission of monthly invoices is allowed. Large projects are generally considered as capital projects. Work Tickets and inspection/testing reports shall be provided for all work including preventive maintenance and shall reference the appropriate Work Order numbers. Invoices submitted without work tickets, inspection/testing reports, and associated work order numbers shall not be paid and shall be returned to the Contractor. The Contractor may submit electronic and legible copies of the inspection/testing reports in lieu of hardcopies if approved by the County Project Officer. At the County Project Officer or designee's discretion, the work ticket submission requirement for invoices may be waived for services defined as project work. Payments for all labor performed on a time and materials basis shall be for work performed and services rendered on the job site only. No "portal to portal" charges, fuel surcharges or miscellaneous fees are permitted under the contract. PROJECT WORK The Contractor shall submit a formal proposal for all inspection, testing, maintenance, repair, replacement, and installation projects (excluding preventive maintenance) upon request by the County. The Contractor's proposal shall be based strictly on the Contract Labor Rates listed on the Bid Form, and on the actual cost for materials used to complete the work. The proposal shall indicate the cost for the work, all the necessary materials and the associated labor each as a separate line item. Any exceptions should be explicitly noted in the proposal and should not deviate from the project intent. Upon acceptance of the proposal by the County Project Officer or designee, the County will issue a separate Purchase Order (PO) for the work. The Contractor shall not begin the work without receipt of the approved PO and an official written notice to proceed authorized by the County Project Officer or designee. The County reserves the right to solicit additional cost proposals or issue separate bid(s) for any such project work. On a project specific basis, the Contractor shall provide the minimum following deliverables to the County and its third (3rd) party Contractor within timeframes specified for that particular project: a. Assign Project Manager as single point of contact for County. b. Assign Project Engineer to provide subject matter expertise from the initial project scoping phase to close-out. c. Equipment cutsheets. d. Wire riser diagrams with conduit and wire sizing between all security devices and components. e. Cabling, conduit, conductor, device, and security frontend specifications. f. Type of device rough-ins and locations of terminations including power requirements. g. Specify the size and type of required voice-data for security system(s). h. Submit one (1) hard copy (full size) and electronic AutoCAD drawings to County for each submission. The County will provide building backgrounds in either AutoCAD or PDF. i. Attend coordination meetings with County and its 3rd Party Contractor as required and requested. j. Training to County, provide Operational and Maintenance manuals, and warranty documents; the Contractor shall also provide subject matter expertise in the initial project scoping phase. All Contractor support shall be provided by an individual that meets the minimum qualifications of a Project Engineer specified in Section 13 - Contractor's Personnel and shall be paid using hourly rates bid. The deadline for questions has been extended to: May 27, 2024 @ 5:00 p.m. All references to deadline for questions in the solicitation require to reflect this update.