CCTV Preventive Maintenance and Repair PR - 564-27-1-561-0012

Template SOW Service 2026 05 02Page 11 of 11 Statement of Work (SOW) CCTV Preventive Maintenance and Repair Services Veterans Healthcare System of the Ozarks (VHSO) Fayetteville, Arkansas Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW. Services shall include all labor and technical support necessary to inspect, test, clean, adjust, diagnose, maintain, and repair existing CCTV equipment and associated infrastructure. Replacement CCTV equipment and components determined necessary during performance are excluded from the Firm-Fixed-Price maintenance services and shall only be furnished when separately authorized and funded by the Contracting Officer under the applicable replacement-equipment CLIN. GENERAL REQUIREMENTS: Location: 1100 North College Avenue, Fayetteville, Arkansas 72703 Period of Performance: Three hundred sixty-five (365) calendar days. Site Security: Only employees listed by the contractor and approved by the COR shall work onsite. The contractor must ensure their onsite employee list is current at all times and includes all training documents, certifications, and OSHA safety certification cards. Any changes in contractor/subcontractor on site staff must be requested by the contractor to the COR via email. The contractor shall provide the proposed employees name, title, job description, duties on site, and provide training, certification and OSHA safety cards. Duty Hours: Straight time is 0700 to 1600 hours Monday through Friday except for Federally recognized holidays. Overtime is 1600 hours to 0700 hours and all day on Saturdays, Sundays and all Federally recognized holidays. Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required. Communication: Effective communication between the Prime Contractor and the Contracting Officer's Representative (COR) is essential to contract performance, continuity of VA operations, security of property, and safety of patients, staff and visitors. The Contractor shall maintain continuous communication with the COR, twenty-four (24) hours a day, three hundred sixty-five (365) days a year at no additional cost to the Government. Failure to comply with any communication requirement stated herein shall constitute a contractual deficiency, shall be documented by the COR, and may be reflected in the Contractor's performance evaluation in accordance with FAR 42.1502. The Contractor shall maintain a dedicated emergency contact phone number, staffed twenty-four (24) hours a day, three hundred sixty-five (365) days a year, by the Prime Contractor Point of Contact or their designated representative. The Contractor shall answer or return all emergency calls to this number within fifteen (15) minutes of receipt. The Contractor shall return all non-emergency phone calls and text messages from the COR or CO no later than 1800 hours Central Time on the same business day the call or text was received, provided contact was made no later than 1600 hours Central Time. Calls or texts received after 1600 hours Central Time shall be returned no later than 0900 hours Central Time the following business day. The Contractor shall respond to all COR and CO email communications within twenty-four (24) hours of receipt during regular business hours. Emails received outside of regular business hours shall be responded to no later than 1200 hours the following business day. CONTRACTOR QUALIFICATIONS: The contractor must be a Service-Disabled Veteran Owned Small Business (SDVOSB). Contractor shall have a minimum of five (5) continuous years of performing work in a healthcare setting of the same size and complexity as VHSO. Contractor shall provide appropriately trained and qualified technical personnel or subcontractors when specialized manufacturer, software, networking, electrical, or CCTV expertise is required. Personnel performing CCTV maintenance and repair shall have demonstrated experience with commercial CCTV and electronic security systems, including cameras, recording systems, workstations, housings, power supplies, cabling, and associated components. SCOPE OF WORK: The Contractor shall provide preventive maintenance, inspection, diagnostics, troubleshooting, adjustment, and repair services for all CCTV cameras and associated equipment located at the VHSO Fayetteville facility. The Contractor shall maintain existing CCTV equipment in a safe, secure, serviceable, and operational condition and shall identify and correct deficiencies discovered during scheduled maintenance or reported by VHSO. All labor, technical support, consumable materials, and subcontracted technical support required to diagnose, adjust, maintain, and repair existing equipment without the purchase and replacement of equipment or components shall be included in the Preventive Maintenance and Repair Services CLIN. Corrective repairs requiring the purchase and replacement of equipment or components, including associated labor, shall only be performed when separately authorized by the Contracting Officer with a contract modification under the applicable Purchase and Replace Equipment with Labor CLIN.. Preventive Maintenance and Repair Services: The Contractor shall perform preventive maintenance and repair services on all CCTV cameras and associated equipment during each scheduled monthly service visit. Schedule: The scheduled service visit shall commence during the first full week of each month. The Contractor shall coordinate with the COR and schedule the monthly service visit no later than ten (10) business days prior to the proposed start date. The five (5) consecutive business-day service period shall commence on the start date acknowledged by the COR. Contractor presence at the facility before the acknowledged start date shall not constitute commencement of the monthly service period unless specifically agreed to by the COR. Once the monthly service visit has commenced, the Contractor shall perform services continuously during normal working hours on each successive business day until all required inspections, preventive maintenance, diagnostics, repairs within the scope of this CLIN, and checkout requirements have been completed. All on-site requirements of the scheduled monthly service shall be completed within five (5) consecutive business days, inclusive of the day the service visit commences. An extension may be approved by the COR when completion is prevented by Government-caused delays, facility access restrictions, patient-care requirements, emergencies, or other circumstances determined by the COR to be beyond the Contractor's reasonable control. Contractor staffing, scheduling conflicts, subcontractor availability, or commitments to other customers shall not constitute justification for an extension. Any extension shall be documented by the COR, including the reason for the extension and the revised completion date. Monthly Services: The Contractor shall perform the monthly service requirements listed below on one hundred percent (100%) of covered CCTV cameras and associated equipment during each monthly service period. Completion of the monthly requirement shall be based upon accomplishment of the required preventive maintenance, investigation and disposition of reported and discovered deficiencies, completion of required corrective actions within the scope of this CLIN, and submission of required deliverables, rather than the number of Contractor personnel or labor hours utilized to accomplish the work. Workorders: At the start of each monthly service visit, the COR will provide the Contractor with a list of known CCTV deficiencies identified or reported since the previous monthly service visit. The Contractor shall investigate and address each reported deficiency during the scheduled service visit and shall document the condition found and corrective action taken. Preventive maintenance: The contractor shall verify camera operation through the CCTV workstation accompanied by the COR or designated representative. The Contractor shall verify that each camera is operational, properly focused, properly aimed, and providing the intended field of view. The Contractor shall inspect and clean camera lenses and housings as required; inspect and secure cameras, mounts, housings, and associated hardware; and inspect visible wiring, cabling, connectors, and power connections. The Contractor shall document all deficiencies identified during the inspection. Service and repairs: The Contractor shall perform all required adjustments, cleaning, securing, hard and soft resets, programming/reprogramming, diagnostics, and corrective actions that can be accomplished using existing equipment and components and incidental consumable materials including but not limited to tape, wire, cable, fasteners, etc. as part of the preventive maintenance and repair service for all deficiencies identified in sections VI(A)(2)(a) and VI(A)(2)(b). Closeout: Upon completion of the scheduled CCTV inspection, preventive maintenance, and repairs, and before leaving the station, the Contractor shall review with the COR or designated representative all deficiencies identified, corrective actions performed, operational status, and any deficiencies remaining unresolved, including the reason each deficiency remains unresolved and the corrective action required for resolution. field verify the condition and operational status of all CCTV equipment. When diagnostics determine that a deficiency cannot be corrected under Preventive Maintenance and Repair Services and requires the purchase and replacement of CCTV equipment or components, the Contractor shall identify and demonstrate the deficiency to the COR or designated representative. The Contractor shall provide an itemized written quotation. Deliverables: No later than ten (10) business days following completion of the scheduled monthly service visit, the Contractor shall submit a Monthly CCTV Maintenance Report to the COR via email. When replacement equipment or components are identified, the Contractor shall submit a separate Equipment Replacement Quote to the COR via email no later than three (3) business days following completion of the scheduled monthly service visit. The report shall include the following information: A list of all workorders issued to the contractor by the COR in section VI(A)(2)(a) detailing the equipment description, deficiency, corrective action taken and status. All deficiencies identified by the Contractor while performing the preventive maintenance requirements under Paragraph VI(A)(2)(b), including the location and identification of the affected equipment, description of the deficiencies, corrective actions taken, and its operational status. The quote shall include the following information: Identification and location of any deficiency requiring replacement equipment or components that cannot be corrected using existing equipment and consumables under section VI(A)(2)(c). For each required equipment or component replacement the Contractor shall provide an itemized written quotation identifying the affected equipment, its location, description of the deficiency, recommended corrective action, quantity, replacement material or component, manufacturer, make/model or part number, unit price, extended material price, applicable contract-established labor classification(s), contract-established labor rate(s), estimated labor hours, extended labor price, and total quoted price. The quotation shall clearly distinguish material/equipment costs, shipping/freight, travel, subcontractor charges, labor and any other associated costs. Note: Submission of a quotation does not constitute authorization to purchase equipment or perform replacement work. Replacement equipment and associated work shall not proceed until specifically authorized by the Contra…