Attachment_1_-_SOW_Revised_03.01.19.pdf

ATTACHMENT 1 - SOW

THE PRIVACY & CIVIL LIBERTIES

OVERSIGHT BOARD

STATEMENT OF WORK

FOR

INFORMATION TECHNOLOGY

HEATING, VENTILATION, AIR CONDITIONING /

UNDISTRUPTED POWER SUPPLY

PREVENTATIVE

MAINTENANCE, INSPECTION, & EXTENDED

WARRANTY SERVICES

(IT HVAC/UPS PMI&W)

August 17, 2018

STATEMENT OF WORK (SOW)

FOR

IT HVAC/UPS PMI&W SERVICES

I. INTRODUCTION

The Privacy and Civil Liberties Oversight Board (“PCLOB” or “Board” or “Agency”) is an independent, bipartisan agency within the executive branch that “analyze[s] and review[s] actions the executive branch takes to protect the Nation from terrorism, ensuring that the need for such actions is balanced with the need to protect privacy and civil liberties” and “ensure[s] that liberty concerns are appropriately considered in the development and implementation of laws, regulations, and policies related to efforts to protect the Nation against terrorism.” 42 U.S.C § 2000ee(c). The PCLOB is comprised of five board members and a small staff to support the PCLOB’s mission.

II. BACKGROUND/SCOPE

The Contractor shall provide commercial Heating, Ventilation, and Air Conditioning (HVAC) and Undisrupted Power Supply (UPS) preventative maintenance, inspection and extended warranty (PMI&W) services to the Information Technology (IT) server, power, and lab rooms within the PCLOB facility. Services shall be performed by or under the supervision of trade certified technicians.

In April 2018, the PCLOB moved into a newly constructed space at 800 N. Capitol, NW, Suite 565, Washington, DC. The PCLOB is responsible for maintenance and care of its IT HVAC and UPS systems, which is separate from the building’s central HVAC and other components. Warranty on the PCLOB’s HVAC and UPS expire on or about April 2019.

The PCLOB seeks a Contractor to provide PMI&W services on the PCLOB’s HVAC and UPS systems.

The PCLOB anticipates award of a Firm-Fixed Price purchase order based on the best value for a period of One Base Period and Four Optional Periods.

• Base Period: Award – 12-months

• Option Period (OP) 1: 12-months

• OP 2: 12-months

• OP 3: 12-months

• OP 4: 12-months

III. TASKS

1. DESCRIPTION OF SERVICES.

A. HVAC.

• The contractor shall provide eight times per year PMI on the IT related

HVAC systems. At a minimum to include the following:

o Replacing air filters o Replacing belts (as needed) o Lubricating components o Check refrigerant charge and inspect for leaks if charge is low o Clear drain lines and pans o Check electrical connections o Check operation of thermostats and other controls o Duct system is inspected o Blower assembly is checked and cleaned o Safety controls are tested o Control box wiring and connections are checked and tightened (if needed) o Chemical coil cleaning annually (if needed)

• The contractor shall provide extended system warranty for parts and labor for the duration of the base year and option years when exercised. This shall include repair or replacement of worn or failed parts and components.

• The contractor shall propose a solution for remote monitoring as an optional item.

• The contractor shall provide in their proposal a list of maintenance and inspection covered.

B. UPS.

• The contractor shall provide four times per year PMI on the IT UPS system.

• The contractor shall provide extended system warranty for parts and labor for the duration of the base year and option years when exercised. This shall include repair or replacement of worn or failed parts and components.

• The contractor shall propose a solution for remote monitoring as an optional item.

• The contractor shall provide in their proposal a list of maintenance and inspection covered.

C. HOURS OF OPERATION. The contractor shall perform routine services

Monday through Friday no earlier than 8:00 am and no later than 4:00 pm. The contractor shall provide emergency and or non-routine services with coverage of seven days a week/24 hours a day.

D. RESPONSE TIME. The contractor shall respond to emergency/non-routine service requests within four hours of notification.

E. TRAVEL. Travel allowances are not included in this contract. The government is not responsible for reimbursing the contractor for travel to/from the contractor location to/from 800 N. Capitol, NW, Suite 565, Washington, DC.

IV. DELIVERABLES

Task Deliverable Completion

Date 1A. HVAC PMI Services 8 times/year 1B. UPS PMI Services 4 times/year

See Attachment 3 – Pricing for more details.

V. SECURITY AND CLEARANCE REQUIREMENTS

The PCLOB works in a Top Secret/Sensitive Classified Information (TS/SCI) environment. All Contractor personnel assigned to this effort shall be U.S. citizens and must be escorted while in the facility. All Contractor personnel shall sign applicable Nondisclosure Statements to ensure protection, limited access, and control of highly sensitive information, documents, electronic entities, and management of information and data. External electronic devices (such as laptops, cell phones, tablets, smart watches, etc.) are not allowed in PCLOB spaces.