Lenel and Milestone Video Systems Maintenance and Repair at Northcoast Behavioral Healthcare

1. . The contractor is required to read carefully the specifications of all parts of the work so as to become familiar with the work covered by this contract.  The contractor shall visit the site before submitting a bid.  It shall be assured that he has full knowledge of existing conditions and accepts them as is. All services are to be done in accordance with manufactures recommendations and/standards and in a way that does not void warranties.

1. The contract services shall include:
   1. Remedial Maintenance
      1. Phone support for non-emergency remediation of issues. This would include software and hardware issues. When needed a site visit may be required if the issue is beyond phone support.
      2. Response time for remedial maintenance will be Monday through Friday (excluding holidays) between the hours of 8:00 AM and 5:00 PM and call back should be returned within 24 hours.
   2. Emergency Support
      1. Emergency on call service to be provided 24-hours per day 365 days a year.
      2. Call back within 30 minutes.
      3. For Critical emergencies: Two-hour on-site response time.
   3. Keeping records of the inspections and testing and reporting the results to the facility contact person on the day of completion of work.
   4. Preventative Maintenance
      1. Application of software updates as needed.
      2. Various configuration changes.
      3. Review of logs to identify issues.
      4. Assistance with purchasing Lenel and related products: recommendations, product numbers, etc.
   5. Cancellation: Contract may be cancelled by either party with 30 day written notice.

ENGINEERING CONSULTATION

The contractor shall provide quick response engineering consultation upon request of the facility during the contract.  This consultation shall be provided by a technician that is intimately familiar with the facility, equipment, and personnel. The type of consultation shall be determined by the facility and can be problem-solving, recommendations, specifications, system expansion, drawings, etc. When a written report is requested, it shall be provided.
MAINTAINING RECORDS-REPORTING

The contractor shall maintain a complete set of records of the work completed, including but not limited to inspection dates, equipment checked, pieces of equipment replaced, technicians involved, system operation and performance status, recommendations for improvements etc. The records shall be provided to the facility.

Following completion of each job, the contractor’s team shall review with the facility contact person the details of work just completed and the condition of the system, plus any recommendations for necessary repairs or improvements to the system.  Quotations for recommended repairs shall be sent to the facility within ten (10) days from the facility’s request.

Following the completion of work, the contractor shall file a written report covering the information specified above with the contact person at the facility.

WORKMANSHIP – RESPONSIBILITY

All labor performed on this contract shall be first class, and the contractor shall be responsible for the quality of work as well as obtaining all necessary permits and shall pay all costs connected with same, if any.

The contractor shall be responsible for the acts or neglect of his employees when performing work under this contract. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private and public properties.

Upon completion of an inspection, the contractor’s team shall leave the systems in satisfactory operation; or if not in operation, the team shall so inform the facility, explain why it is inoperative, and what must be done to put it into satisfactory operation.

The contractor shall guarantee his workmanship and materials for a period of one (1) year form the date of acceptance by the facility and shall promptly remedy, at his expense, any defects due thereto for any damage to their systems or structures resulting from their work.

The contractor shall be responsible for having a current Materials Safety Data Sheet (MSDS) for any chemical that the contractor brings onto facility grounds for the purpose of this contract (ref. CRF 1910.1200). A copy of this MSDS shall be given to the facility contact person prior to using the chemical.

Removal and proper disposal of all materials shall be the responsibility of the contractor.

MHAS’s evaluation process of responses submitted to this request may consist of up to four distinct phases:

1. MHAS’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. MHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, MHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. MHAS may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.