RFQ 19SN1024Q0032 Attachment 1 - SOW.pdf

American Embassy Singapore UNCLASSIFIED

U.S. Department of State

STATEMENT OF WORK FOR

PREVENTIVE MAINTENANCE SERVICE CONTRACT

Consular Audiovisual (AV) System (Intercom, Paging, & Displays)

United States Embassy Singapore at 27 Napier Road

June 14th 2024

Attachment 1

Statement of Work

I. GENERAL INFORMATION:

The United States Embassy Singapore requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Consular

Audiovisual (AV) System (Intercom, Paging, & Displays). The Consular AV System includes integrated components including displays, video extenders, amplifiers, mixers, speakers, microphones, headsets, volume control boxes, connectors, cables, and other system components necessary for the proper function of the Consular AV System. The objective of this preventive maintenance contract is to eliminate system malfunction, breakdown and deterioration when windows sound systems are activated and operating.

Audio must be intelligible at the necessary volume and Video must be free of noise and distortion. The Consular AV System must facilitate effective communication between the

OBO personnel and the applicant.

II. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The Contractor must have experience with similar Consular AV Systems with teller windows, integrated microphones, and speaker systems and displays. This experience may be from projects with banks, government customer service offices, or other similar organizations. Provide evidence of such experience and include references. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

III. SCOPE OF WORK - - Consular Audiovisual (AV) System (Intercom, Paging, & Displays)

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) immediately.

Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

If any discrepancies are found with the Consular Audiovisual (AV) System (Intercom, Paging, & Displays) that are not covered under this scope of work the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

IV. SAFETY AND SPECIAL INSTRUCTIONS:

1. Follow site safety procedures and supervisor’s instructions.

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

4. Perform applicable lockout/tag out steps of site safety procedures.

5. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

6. Record and report equipment damage or deficiencies.

7. Review and follow the manufacturer’s O&M instructions.

8. Record results in the equipment history log.

9. Allow only qualified personnel to do maintenance work on this equipment.

10. Record results in the equipment history log.

The Consular Section requires a Preventive Maintenance contract to provide diagnostic, repair and maintenance services to the Consular AV System. The Consular AV System is composed of a two-way communications system that operates at teller windows. The

Consular AV System facilitates verbal communication between applicants for Consular

Services and the employees and officers providing those services. The Preventive

Maintenance contract requires three types of services:

• Live Customer Support

• On-Demand Service Calls

• Routine Maintenance Inspections

Live Customer Support

1. Remote Technical Support Representatives must provide live remote technical assistance via phone call or video conference during the HOURS OF

PERFORMANCE as defined in Section 5. Contractor must respond to afterhours requests within the first 4 business hours of the next business day.

2. Remote Technical Support Representatives are required to effectively diagnose the

Consular AV System from limited information. Call support technicians must be capable of diagnosing malfunctions of displays, video extenders, microphones, speakers, interconnecting cables, mixers, amplifiers, and other equipment necessary for the proper function of the Consular AV System.

3. Remote Technical Support Representatives must be able to diagnose and provide direction to the customer over the phone to get the system back online or provide a temporary solution until an onsite service call can be conducted.

On-Demand Service Calls

1. On-Demand Service Calls are services that address unforeseen malfunctions in the

Consular AV System. Service must be scheduled within one business day of the request and the service visit must be performed within [Insert business days] business days of the request.

2. Diagnosis of malfunctions may be based on reports and observations from OBO personnel. These reports are likely to be non-technical and lack specific detail.

3. Service Technicians are required to effectively diagnose the Consular AV System from limited information. Service Technicians must be capable of diagnosing malfunctions of displays, video extenders, microphones, speakers, interconnecting cables, mixers, amplifiers, and other equipment necessary for the proper function of the Consular AV System.

4. Service Technicians must identify whether corrective actions require repair or replacement of equipment. Notify the COR if there are damage or broken parts that must be purchased to complete repairs. The work includes installation and configuration of equipment, accessories, battery, hardwire, ports, display panel, software, and other system components necessary for the proper function of the

Consular AV System.

Routine Maintenance Inspections

1. Service Technicians must conduct site visits to perform Routine Maintenance

Inspections of the Consular AV System.

• Consular AV System Head-End

• Consular AV System at Teller Windows

2. Service Technicians must test and inspect the function of the Head-End equipment and the function of the components at the Teller Windows. These service calls must occur on prearranged dates that are coordinated with the COR. This coordination is critical to minimizing disruption to the business operations since there are limited days when there is low demand on the Consular AV System.

3. COR/Consular management will provide a tentative schedule at the start of each calendar year and confirm dates at least two weeks prior to execution.

4. The Contractor must produce a checklist report at the end of each Routine

Maintenance Inspection. The required inspections are included below but not limited to:

A. Quarterly

1. Conduct visual inspection and function of the AV system.

• Clean and test all AV system equipment including but not limited to displays, video extenders, microphones, recording devices, cables, touch panels, etc.

• Clean and test all control user interfaces.

• Inspect system for damaged cables and replace as necessary.

• Perform complete AV system check, inspect for audible and visual anomalies.

B. Annually

2. Conduct visual inspection and function of the sound system.

• Clean and test all AV system equipment including but not limited to displays, video extenders. microphones, , recording devices, cables, touch panels, etc.

• Clean and test all control user interfaces.

• Inspect system for damaged cables and replace as necessary.

• Perform complete AV system check.

• Calibration of sound parameters.

• Provide firmware and software updates for equipment in the space.

• Test timing response of user buttons on touch panels.

• Provide detailed report of any deficiencies and recommend corrective actions.

• Document any aging of equipment that is nearing end of life. The information shall be included in the report.

• Document any damages to equipment caused by outside factors.

• Recommend equipment upgrades or system modifications.

• Controller programming changes are included for equipment replacement or software upgrades and/or updates.

Equipment List:

Equipment Quantity

Teller Side

1. C-EE872AS.C 2-wire Digital command station with Large graphic display, Gooseneck Microphone, black, Commend - All the number on the Keypad are freely programmable.

13 nos.

Customer Side

2. C-EF311AS.C 2-wire Digital substation with restricted T-0-X keypad, black, Commend.

13 nos

Central Server

3. CommendC-GE800EU.C GE 800 System IP-Intercom Server incl. power supply 230 / 24 VAC 80 VA, version Europe

1 no.

4. Commend C-G8-GED-4B Connection of 4 digital subscribers/intercom unit.

7 nos.

5. Commend C-G8-AUD-2B Audio interface card, 2 channels.

6. Electro-Voice (USA) PA2250T 2 x 250W Professional POWER

AMPLIFIER

7. Commend C-G8A Installation board for Intercom station.

7 nos.

8. C-G8A-K Installation board with screw-terminals.

9. Cable Patch panel and patch cord.

10. 22U Equipment Rack, 600x600, with cluster Wheels. Include all internal rack cabling and accessories.

END OF STATEMENT OF WORK