PWS_Root_Hall_Seminar_Rooms_Service_Plan.docx

PERFORMANCE WORK STATEMENT (PWS)

US Army War College Office of the Chief Information Office/G6

Root Hall Seminar Rooms Service Plan

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide annual maintenance for equipment in the Root Hall seminar rooms at US Army War College. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. DESCRIPTION OF SERVICES/INTRODUCTION: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform seminar room equipment maintenance service as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. BACKGROUND: The 24 seminar rooms in Root Hall were upgraded in two phases (4 in the first phase and 20 in the second). The equipment in all seminar rooms is quite similar (see attached list) and the Network Enterprise Center/METRO personnel provides Tier I support. The 24 seminar rooms are: A201, A301, A305, A325, A329, B203, B207, B219, B303, B307, B319, B323, C207, C211, C229, C233, C307, C311, C329, and C333 (second phase upgrade via contract, W91QUZ-06-D-0014) as well as A205, A221, A225, and A232 (first phase upgrade via contract, W91QUZ-06-D-0012). An existing maintenance contract W91QF0-16-P-0074, with two (2) option years was awarded on August 10th 2016. Modification to the existing period of performance was executed, bringing the new POP end date to November 9th, 2019.

1.3. OBJECTIVE: This acquisition seeks maintenance support of the audiovisual equipment in 24 seminar rooms listed in background, further specific tasks are outlined in section 5 of the PWS. This effort will provide additional support when the equipment problems could not be fixed locally. Section 6 of the PWS outlines the equipment to be supported.

1.4. SCOPE: The contractor shall provide annual maintenance support for equipment in the 24 seminar rooms in Root Hall, US Army War College, Carlisle Barracks, PA (base plus 2 option years). A list of the key equipment is attached. In addition refer to Section 5 of the PWS, for specific tasks that explain the tasks that are expected to be accomplished for this effort.

1.5. PERIOD OF PERFORMANCE: The period of performance will be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

BASE YEAR: November 10th, 2019 to November 9th, 2020.

OPTION YEAR I: November 10th, 2020 to November 9th, 2021.

OPTION YEAR II: November 10th, 2021 to November 9th, 2022.

1.6. GENERAL INFORMATION:

1.6.1. QUALITY ASSURANCE: QASP not required. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.2. RECOGNIZED HOLIDAYS:

1.6.3. HOURS OF OPERATION: The contractor is responsible for conducting business, between the hours of 8:00 AM to 4:30 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4. PLACE OF PERFORMANCE: The work to be performed under this contract shall be performed at Root Hall, Bldg. 112, Carlisle Barracks, PA. The government will provide escorted access as required during the stated duty hours.

1.6.5. TYPE OF CONTRACT: The government will award a firm fixed price contract.

1.6.6. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.7. POINT OF CONTACT (POC): The (POC) will be identified at the time of contract award. The POC monitors all technical aspects of the contract and assists in contract administration. The POC is not authorized to change any of the terms and conditions of the resulting order.

1.6.8. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.9. ORGANIZATIONAL CONFLICT OF INTEREST: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. FACILITIES: The Government will provide access to contractors for performance of this PWS. The contractor shall identify any special space requirements necessary to support the work outlined in this PWS.

3.2. UTILITIES: The Government will provide the contractor with access to basic utilities, including electricity and lighting. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. GENERAL: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. BASIC SERVICES: The contractor shall provide annual maintenance support for equipment in the 24 seminar rooms in Root Hall, US Army War College, Carlisle Barracks, PA (base plus 2 option years).

5.2. TASKS:

5.2.1. The contractor shall provide a trained field engineer knowledgeable with the operation of the current equipment in the seminar rooms

5.2.2. The contractor shall provide a telephone number for reporting seminar room equipment problems, tracking resolution status, and procuring parts.

5.2.3. The contractor shall provide a 2 hours telephone response time as well as an 8 hours emergency on-site response.

5.2.4. The contractor shall perform annual preventive maintenance checks and service of seminar room equipment.

5.2.5. The contractor shall not charge the government labor cost for seminar rooms equipment repairs/troubleshooting as well as removal/installation of seminar room equipment.

5.2.6. The contractor shall not charge the government shipping cost for transporting seminar room equipment to and from US Army War College.

5.2.7. If a malfunction occurs, and the seminar room equipment is out of warranty (warranty expiration verified by technician) and cannot be repaired, the contractor shall procure replacement part only when the government reviews and approves the invoice submitted by the contractor. This cost shall be taken out of the Contingency Fund. Any funds not used in the Contingency Fund would be de-obligated at the end of the contract to go back to the government.

5.2.8. The contractor shall not charge for installation of any hardware that contains firmware and software upgrades on seminar room equipment, if needed, to include AMX, SMART, in the equipment rack.

5.2.9. The contractor shall provide consultation on seminar room equipment upgrades, such as if existing equipment should be replaced.

5.2.10. The contractor shall maintain detailed inventories of all seminar room equipment.

5.3 SECURITY REQUIREMENTS:

5.3.1. AT LEVEL I TRAINING: This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable, and annual AT Level I awareness training if they remain over 365 days. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 35 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil.

5.3.2. ACCESS AND GENERAL PROTECTION/SECURITY POLICY AND PROCEDURES: Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

5.3.3. FOR CONTRACTORS THAT DO NOT REQUIRE CAC, BUT REQUIRE ACCESS TO A DOD FACILITY OR INSTALLATION: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

5.3.4. iWATCH TRAINING: The contractor and all associated subcontractors working within any Carlisle Barracks, facility, or area, will ensure all employees read the statement below on the local iWatch program. This locally developed statement will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training will be completed within 30 calendar days of contract award and within 30 calendar days of new employees' commencing performance, with the results reported to the COR no later than 35 days after contract award. iWatch Training: (Guard Info About Yourself and Your Job. Limit discussion and accessibility of any information (written or verbal) that may provide terrorists insights for targeting. Always use secure means when passing sensitive information, destroy identifiable information. Be aware of your surroundings. Write down license numbers of suspicious vehicles; note description of occupants. Recognize and Report Unusual or Suspicious Behavior to your COR or the Carlisle Barracks police at 717-245-4115. YOU are the first line of defense against terrorism.)

5.4. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. ATTACHMENT:

6.1. KEY EQUIPMENT LIST IN SEMINAR ROOMS:

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