SOW_-_AV_Systems_and_Installation.pdf

Statement of Work (Audio Visual Systems and Installation)

1.0 Background

ATF is a law enforcement organization. ATF’s responsibilities consist of reducing violent crime, collecting revenue, and protecting the public. ATF enforces Federal laws and regulations relating to alcohol, tobacco, firearms, explosives, and arson by working directly and in cooperation with other government agencies to:

a) Suppress and prevent crime and violence through enforcement, regulation and community outreach;

b) Ensure fair and proper revenue collection;

c) Provide fair and effective industry regulation;

d) Support and assist Federal, State, Local and international law enforcement;

e) Provide innovative training programs in support of criminal and regulatory enforcement functions;

f) Help reduce the criminal use of firearms;

g) Provide for public safety by reducing the criminal misuse of explosives, combating arson, and remove safety hazards caused by improper and unsafe storage of explosive materials.

1.1 Organization

The Office of Management oversees ATF's core administrative functions of financial management, building management, asset forfeiture, safety programs, acquisitions and property management, serving both internal and external stakeholders.

2.0 SCOPE. This requirement is to be accomplished for the National Center for Explosives, Training and Research (NCETR). NCETR requires onsite Audio Visual systems and monitors purchase and installation of all classrooms, breakrooms, individual and shared offices, conference rooms contained within the NCETR facility located at 3750 Corporal Road, Huntsville, AL 35898.

3.0 OBJECTIVE. The purpose of this Statement of Work (SOW) is to obtain AV systems and installation for two conference rooms and monitors in two breakrooms, three classrooms and individual and shared offices as outlined in Section 4.0 Tasks.

4.0 TASKS. The Contractor will be assigned work through ATF’s Program Manager (PM). All tasks shall have the PM’s concurrence prior to starting work.

(Deliverable 1)

4.1 TASK 1 – Purchase and install three projectors, lenses and mounts

4.1.1 Purchase the services (to include shipping and handling), material, supplies, labor and equipment to provide (3) Laser Projectors, lenses and mounts to be installed in three lecture classrooms. All projectors must be ceiling mounted in the designated positions.

4.2 – TASK 2 - Provide projector maintenance for 12 months.

4.2.1 Provide 12-month on-site maintenance agreement and product manufacturer agreement management to include all required labor. Provide a minimum of one preventative maintenance inspection.

5.0 DELIVERABLES

5.1 All electronic deliverables shall be prepared using Adobe/Microsoft applications, in formats compatible with display or playback with MS Windows 8.1 or higher. CAD drawings shall be in .dwg format compatible with AutoCAD All deliverables shall be delivered to the PM or their designee.

5.2 The contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. The PM, or the Project Lead, will review all draft and final deliverables as indicated in the deliverable chart (5.4) to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The Contractor shall ensure the accuracy and completeness of all deliverables. The Government will consider errors, misleading statements, incomplete irrelevant information, excessive rhetoric, or repetition as deficiencies and the Contractor shall make corrections at no additional cost.

5.3 Marking and Delivery: The PM will finalize the method in which deliverables are to be submitted and marked for delivery. Deliverables may be required to be submitted electronically and in hard copy.

5.4 The list of deliverables is indicated below.

SOW

Ref. #

Deliverable Format Due Date

5.4.1 Deliverable 1 – Purchase and install three

projectors, lenses and mounts

As Requested by PM

5.4.2 Deliverable 2 – Maintenance and

Manufacturer warrantee agreement Management

As Requested by PM

6.0 PERIOD OF PERFORMANCE. The period of performance for this requirement will be twelve (12) months.

7.0 PLACE OF PERFORMANCE. The primary place of work shall be The NCETR facility located at 3750 Corporal Road, Huntsville, Alabama.

8.0 CONTRACT TYPE. Firm-Fixed-Price.

9.0 TRAVEL

9.1 No travel is required.

10.0 OTHER DIRECT COSTS (ODCS)

10.1 No ODCs are authorized.

11.0 INSPECTION AND ACCEPTANCE

11.1 Inspection/Acceptance. Supplies or services delivered under this contract shall be inspected and accepted by the PM. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance in accordance with the appropriate inspection and acceptance clause.

11.2 The basis for acceptance shall be compliance with the

Requirements/objectives/constraints set forth in the contract, and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

11.3 Acceptance Criteria. The PM or their designee will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the delivery order. The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding”, shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. The contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it for correction and resubmission.

11.4 Rejection Procedures. If the PM rejects any deliverable, that rejected document will be handled in the following manner:

11.4.1 After notification that the deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

11.4.2 Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject task/subtask.

11.4.3 Any rework of rejected deliverables will be completed at no additional cost to the government.

11.4.4 No payments will be issued against rejected deliverables, until they are corrected and accepted by the government.

12.0 PAYMENT PROCEDURES

12.1 ATF requires contractors to invoice electronically on a monthly basis. Invoices shall be identified by CLIN. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor. Each invoice must be a proper invoice in accordance with FAR 32.905(e). Electronic invoices should be submitted to financebranch@atf.gov , the ATF PM and the CO. Electronic invoices will serve as the official original copy. Any questions may be directed to the ATF Finance Office at 202/648-7860.

12.2 If it is determined that the amount billed is incorrect, the invoice may be revised by the Government, or the Contractor may be required to submit a revised invoice.

12.3 To constitute a proper invoice, each invoice must include the following information and/or documentation:

(a) Name, address and telephone of the Contractor;

(b) Date of invoice and invoice number;

(c) Contract number; also modification number, if applicable; and task order number and its modification, if applicable;

(d) Description of the supplies/services rendered (including hours incurred and billing rate, if applicable);

(e) A schedule depicting the following information:

• Amount Invoiced by Task

• Authorized Amount by Task

• Remaining This Period by Task

• Cumulative Amount Invoiced by Task

• Value of Contract Balance by Task

(f) Name of Program Manager (PM);

mailto:financebranch@atf.gov

(g) Travel and ODCs if applicable.

(h) Signature of authorized representative of the firm with the following invoice certification:

“The undersigned hereby certifies to the best of my knowledge and belief that the sum claimed under this contract is proper and due, and all the costs of contract performance have been paid, or to the extent allowed under the applicable payment clause, shall be paid by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and amounts involved are consistent with the requirements of this contract.”

BY:

TITLE: _____

DATE:

12.4 Contract Funding Status. The contractor should immediately notify the CO (with a copy to the PM), in writing, when billing has reached 85 percent of the contract’s amount(s) or whenever remaining funds are not sufficient to cover anticipated performance through to the contract’s expiration date; whichever is sooner. The contractor is cautioned that performance of work above the contract’s ceiling is at the contractor’s risk.

13.0 ATF POLICIES, PROCEDURES AND STANDARDS

13.1 The contractor shall conform to the following ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract.

ATF reserves the right to amend/upgrade these standards and internal guidelines, processes and procedures based on technological advances.

(a) Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

(b) NIST Special Publication 800-53

(c) ATF Minimum Security Requirements for Contractor Off Site Labs

(d) ATF Publication, 7500.1 Rules of Behavior and Customer Agreement for

ATF Workstation Users

(e) Section 508 of the Rehabilitation Act (29 U.S.C. 794d), Subpart B –

Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement

14.0 GOVERNMENT FURNISHED PROPERTY

14.1 None

15.0 RESERVED

16.0 CERTIFICATION OF INVOICES

16.1 The Payment Office listed on the first page of the Award Document will make payment upon receipt of an accepted and properly submitted invoice.

16.2 Invoices/vouchers will be completed and submitted in accordance with this Section 5(b) – Electronic Invoicing. The final invoice will be paid upon Government acceptance of the final deliverable. Please also provide a copy of the invoice to the Contracting Officer.

16.3 The PM’s certification of acceptance is an integral part of the correct invoice/voucher discussed in the "Discounts for Prompt Payment" clause, Section I (FAR Clause 52.232-8).

16.4 Upon certification, the PM will forward the invoice/voucher to the Payment Office, as appropriate.

16.5 The Invoice/Voucher shall include:

(a) Contract or other authorization number

(b) Product or service description.

(c) Quantities received, if applicable.

(d) Date(s) property or services accepted.

(e) Signature, printed name, title, phone number, and mailing address of the receiving official.

(f) POC to discuss invoice issues.

17.0 PAYMENT

17.1 Payment for all supplies and services shall be made upon Government acceptance, in accordance with the appropriate Payments Clause, FAR 52.232-7.

18.0 INVOICE PAYMENT

18.1 The address to which payment should be made is: financebranch@atf.gov.

Electronic Invoicing (June 2005)

(a) ATF strongly encourages contractors to invoice electronically. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor.

(b) Each invoice must be a proper invoice in accordance with FAR 32.905.

Contractors able to submit invoices electronically should submit each invoice to financebranch@atf.gov with a copy to the PM. Electronic invoices will serve as the official original copy. Any questions may be directed to the ATF Finance Office at (202) 648-7860.

19.0 MANDATORY USE OF GOVERNMENT TO GOVERNMENT

ELECTRONIC MAIL Unless exempted by the CO, in writing, communication after contract award with government agencies shall ordinarily be transmitted via electronic mail (e-mail).

20.0 SYSTEM FOR AWARD MANAGEMENT (SAM). The selected

contractor must have an active registration in the SAM database prior to award in accordance with Federal Acquisition Regulation 52.204-7.

21.0 CONTRACTOR PERSONNEL QUALIFICATIONS. The AV Designer and other support personnel to include installation technicians must be professionally certified and have the ability to design and install Audio/Video and teleconference systems. The individual must have demonstrated the ability to provide superior customer service and use political tact in professional dealings. The contractor must be in accordance with ATF-04 Background Investigation Requirements. In addition, the contractor must possess a driver’s license and obtain a favorable background check.

22.0 KEY PERSONNEL

22.1 The Contractor shall provide the disciplines necessary to perform the tasks listed.

The Government reserves the right to reject proposed personnel if they do not meet the qualifications defined in the methodology for the positions requested. The Government does not expect the Contractor to waste Government time and money on personnel that are not suitable for the qualifications required and described below.

22.2. The Government also reserves the right to reject proposed personnel substitutions if they do not meet qualification requirements. The Contractor shall absorb any costs resulting from substitutions of personnel initiated by the Contractor if they are deemed unsuitable. If a Contractor employee hired under this contract resigns or is released, the PM shall be notified immediately. The PM will provide the Contractor a copy of the out-processing checklist for clearing the building. The employee must complete this checklist prior to final out-processing.

22.3 A variety of skill sets are needed to provide the services associated with this Statement of Work (SOW). The contractor shall provide the below listed personnel with the skills and experience levels necessary to perform all the tasks identified in this

SOW:

(a) Audio Visual Designer - This individual must be an Audio/Visual designer and must have their professional certification.

(b) All other persons assigned to include installation technicians must be certified professionals.

23.0 POINTS OF CONTACT

23.1 Contracting Points of Contract

The following ATF points of contacts have been established to assist in executing and administering the contract. All requests for interpretation and assistance should be referred to:

Bureau of ATF

Attn: Brian Wilkins, Contracting Officer (CO) 99 New York Avenue, NE, Washington, DC 20226 Phone: 202.648.9120

24.0 CONTRACT MANAGEMENT. Notwithstanding the contractor’s

responsibility for total management responsibility during the performance of this contract, the administration of the contract will require maximum coordination between the Contracting Officer (CO), the Contracting Officer’s Representative (COR) and the contractor. The following individuals will be the Government points of contact during performance of the contract:

(a) Contracting Officer (CO): The CO is responsible for the contract administration.

The CO is the only person authorized to approve changes in the terms, conditions, delivery schedules, technical requirements or price, as set forth in the contract. Any changes not made expressly by the Contracting Office will be considered to have been without authority. In such cases, the Contractor is operating at their own risk. No adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. During any absence of the CO, identified for this contract, other warranted COs from ATF may authorize work under the contract.

(c) Project Manager(PM): A PM will be designated on authority of the CO to monitor all technical aspects and assist in administering the contract. The types of actions within the purview of the PM's authority are to assure that the Contractor performs the technical requirements of the contract; to perform, or cause to be performed, inspections necessary in connection with performance of the contract; to maintain both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview; to monitor the Contractor's performance under the contract and notify the Contractor and CO of any deficiencies observed; and to coordinate Government furnished property availability and provide for site entry of Contractor personnel, if required.