Provision of Preventive Maintenance, Emergency Repair Services and Replacement of Spare Parts fo ...

The United Nations Economic and Social Commission for Asia and the Pacific (ESCAP), Bangkok, Thailand, is seeking a qualified and experienced contractor to provide Preventive Maintenance, Emergency Repair Services and replacement of spare parts for its current "CCURE 9000" access control and "Nextiva" CCTV systems at the ESCAP compound. The required services include the provision of routine inspection, preventive and corrective maintenance. The Contract shall have a duration of two (2) years, with an optional extension of one (1) year. Scope of work The Contractor shall provide the following under the service agreement: 1. Qualified and authorized technicians for servicing the "CCURE 9000" access control system with 2 revolving doors, 11 turnstiles and 125 control and monitor doors in the compound and the "Nextiva" CCTV system with 151 CCTV cameras. 2. The preventive maintenance service shall be performed according to the manufacturer’s recommendations and in compliant with the approved national or international standards. 3. The proposed maintenance program shall be scheduled on a semi-annual basis and be submitted for review and approved by ESCAP before the commencement of services. 4. The preventive maintenance service shall include inspections, testing, adjusting, cleaning, calibrating and other necessary maintenance tasks on all equipment of the CCTV and access control systems, so that they will be in safe and in an efficient state of operation. 5. Supply and apply all materials and tools necessary for the proper preventive maintenance of the system. 6. Investigate the existing systems and all other works deemed necessary to ensure that the systems are in good and safe operating condition. Should any modifications or replacements be required, the contractor shall submit, in detail, a written request for approval to the appropriate ESCAP supervisor prior to work execution. 7. Provide emergency service call or troubleshooting of the systems’ equipment and machines, as required, should a problem arise. 8. In case of critical failures, perform emergency repair services around the clock after receipt of an approval from ESCAP. In case of non-critical failures, submit a written summary of all repair tasks, including spare parts replacements, with all applicable costs for ESCAP approval, prior to commencing the services. 9. Submit operational reports on all service work and activities performed. These reports shall identify a complete description of all problems encountered, actions undertaken, list of spare parts used/replaced and the results. These reports shall be submitted to ESCAP within five (5) working days upon the completion of the services. 10. Cost of labor for emergency repair services of both critical and non-critical failures shall be charged to ESCAP, on a case-by-case basis, at hourly rate, which should be identified in the Financial Proposal. Cost of replacement spare parts shall be charged to ESCAP, on a case-by-case basis. 11. Submit the price for essential spare parts as per ESCAP’s “List of Essential Spare Parts”. In the case of spare part replacement, the manufacturer’s warranties on all materials supplied must be provided, with a minimum of a twelve (12) months warranty period. Prices of all essential spare parts shall remain valid throughout the term of the contract. The list can be expanded to include all relevant spare parts and their components, which are required for replacement as per manufacturer recommendations, including any consumable parts which are required during the contract period. 12. Provide qualified and certified technicians to replace any deteriorated CCTV cameras or access control devices, upon request. 13. Replacements/installation shall be performed according to the manufacturer’s recommendations and be compliant with approved national or international standards. 14. Replacements/installation shall include pre-inspection, installation, calibration and testing for integration into the current CCTV and access control systems, so that they will be in safe condition and operate efficiently.