A02 VTC PWS Posted w RFI on 12 March 25.pdf

PERFORMANCE WORK STATEMENT (PWS)

Video Teleconference (VTC) Maintenance and Repair for

Aberdeen Test & Evaluation Command (ATEC), Headquarters (HQ)

C.1 SUMMARY

This is a non-personnel services contract to provide maintenance, life cycle replacement, and repair services to the unclassified Video Teleconference (VTC) Systems located at the Aberdeen area of Aberdeen Proving Grounds (APG), MD for ATEC Headquarters.

C.1.1 Scope: The contractor shall perform all required maintenance and life cycle replacements for fourteen (14) conference rooms, as well as life cycle replacement of equipment and on-call repairs and services. The contractor shall provide all labor, materials, equipment, tools, quality control, inspections, and items necessary to provide to perform under this PWS.

C.1.2 Personnel Qualifications and Appearance: All contractor personnel who enter the installation shall comply with Government standards, regulations, directives, and requirements that are in effect or issued during the contract term governing law and order, administration, and security on the installation. The contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer (KO) to be contrary to the public interest or inconsistent with the best interest of National Security.

Contractor employees shall be professional in appearance and wear an uniform to identify themselves as a contractor. Example: Shirts with Contractor logos or name tags stating contractor’s company name.

The personnel shall be qualified/certified to work on the systems/equipment within this requirement. No classified equipment is included within this PWS.

If any portion(s) of this contract are subcontracted, the same requirements are expected from the subcontractor as they are from the prime contractor. The subcontractor will report to the prime contractor for all concerns. The prime contractor will report to the government, through regular and quarterly meetings or reports as required by the COR, onsite discussions and/or emails of progress and potential problems. The Contractor shall maintain open dialog with the COR and bring such matters to the attention of the COR as soon as he/she is aware of the issues.

C.2 SECURITY REQUIREMENTS

C.2.1 iWATCH Training: The contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). iWATCH training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the appropriate personnel. The government will provide the iWATCH training package to contractors and associated subcontractors for execution. iWATCH training shall be completed within 30 calendar days of contract award, and prior to commencing work performance. Training results shall be reported to the Contracting Officer Representative (COR) prior to work performance.

C.2.2 Antiterrorism (AT) Level l Training: All prime and subcontractor employees requiring access to Army installations, facilities, and controlled access areas shall complete AT Level l awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable The contractor shall submit certificates of completion for each affected contractor and/or subcontractor employee to the COR or to KO (if a COR is not assigned within 30 calendar days after completion of training by all employees and/or subcontractor personnel).

C.2.3 Requirement for Operations Security (OPSEC) Training: Per AR 530-1, Operations Security, new contractor employees must complete OPSEC Level 1 training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training. The government will provide supplemental guidance i.e. ATEC policies.

C.2.4 Access and General Protection/Security Policy and Procedures: Contractor and all associated subcontractor 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. The contractor workforce must comply with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters, Department of the Army (HQDA), and/or local policy. In addition, the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual or facility change, the Government may require changes in contractor security matters or processes.

C.2.5 Access to Government Information Systems: All contractor employees supporting

Army systems with access to a Government information system shall be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services and shall successfully complete the DoD Cybersecurity Awareness prior to access to the information systems and then annually thereafter. Contractors supporting non-Army systems will comply with proponent’s policies for accessing government information systems.

C.2.6 Cybersecurity/IT Training: All contractor employees and associated subcontractor employees must complete the DoD Cybersecurity awareness training before the issuance of network access and annually thereafter.

C.3 SAFETY

All prime and subcontractor employees shall provide a safe and healthy work environment for their employees as prescribed in Federal Acquisition Regulation (FAR) 52.236-14, 29 CFR Part 1910, pertinent provisions of AR 385-10, and local regulations, policies, and standard operating procedures (SOPs). They shall safeguard public and government personnel, property, and equipment, and avoid interruption of Government Operations. The Contractor shall report accidents or losses to the KO as specified in relevant regulations and standards. Whenever the Contractor becomes aware of serious or imminent danger to Government, civilian or Contractor personnel, the Contractor shall take immediate corrective action. The contractor shall adhere to Occupational Safety and Health Administration (OSHA), National Fire and Safety Code, National Electric Code (NEC), and any other applicable safety requirements while at the site.

The contractor shall comply with all U.S. Corps of Engineer, Federal, State, Local Government, and site safety regulations and procedures in effect at the sites. The contractor shall ensure that any additional measures the site point of contract (POC) determines to be reasonably necessary are taken. The Government reserves the right to conduct safety inspections at any time.

C.4 FEDERAL HOLIDAYS AND INCLEMENT WEATHER

Contractors are not required to perform services on federal holidays or on days when these holidays are observed. Officially designated federal holidays may be found on the Office of Personnel Management (OPM) website at Federal Holidays (opm.gov). When such holidays fall on Saturday, the preceding Friday will be considered a holiday; however, if the preceding Friday is ATC’s Regular-Day-Off (RDO) under the alternative work schedule, the Thursday will be considered the holiday. When such holidays fall on a Sunday, the succeeding Monday is considered a holiday.

Inclement weather conditions may force a temporary shutdown of APG. The contractor shall call the Post Operation telephone (410-278-SNOW) to get APG operation status and report to work accordingly. Contractors can download the MyArmyPost App that can provide inclement weather advisories, Post closures, gate information, etc.

C.5 CONTRACTOR FURNISHED EQUIPMENT (CFE)

Any CFE shall be provided with a minimum 1-year warranty to commence upon Government acceptance. All CFE shall comply with Army Information Assurance Golden Master standards and requirements, and be approved prior to purchase by the COR.

C.6 POINTS OF CONTACT

A contractor point of contact sheet (CDRL 0001) shall be furnished to the COR upon contract award. The point of contact sheet (CDRL 0001) will be updated when personnel are added or removed. The point of contact sheet shall list all contract employees who are performing work on this contract. This list shall at a minimum state each individual’s name, email and all phone numbers.

C.7 PRE-APPROVAL REQUIRED

Any labor or materials requested outside of that described under the scope of the quarterly maintenance and life cycle upgrades must be pre-approved by the COR.

C.8 INVOICES

The contractor shall submit all invoices after services are rendered. All invoices (CDRL 0002) will be submitted quarterly, at a minimum, via Wide Area WorkFlow (WAWF) within the

Procurement Integrated Enterprise Environment (PIEE) website and will include an attached PDF version of the detailed invoice and all additional detailed documentation pertaining to the work being billed.

C.9 QUARTERLY MAINTENANCE AND LIFE CYCLE UPGRADES

C. 9.1 The contractor shall perform quarterly maintenance, as described in Attachment A – Quarterly Maintenance Requirements & Health Report (CDRL A004) and life cycle upgrades on all VTC equipment detailed in Attachment B – Equipment List-Building & Room of this PWS.

The contractor will submit a proposed Quarterly Maintenance Schedule (CDRL A003), based on the maintenance requirements in Attachment A to the COR within 14 days of contract award.

The COR must approve the maintenance schedule. Site visits must be planned and coordinated with the Technical Point of Contract (TPOC) or designee to ensure availability/access.

Attachment B provides a detailed description of all equipment requiring maintenance/life cycle upgrades under this service agreement.

C.9.2 The contractor shall inspect, test, and identify any equipment/parts/components within the VTC systems that are inoperable, failing, or no longer supportable via software or firmware upgrade during the quarterly maintenance. This must be reported to the COR via Attachment A- Quarterly Maintenance Requirements & Health Report (CDRL A004) that will be submitted to the government after each quarterly occurrence, per room.

The contractor shall provide an updated Source Code (CDRL A005) to ATEC if any applicable changes are required in order to keep the systems operational.

C. 9.3 The contractor shall service all items to ensure they are fully operable and functional.

Maintenance requirements are covered below and in Attachment A. These items include:

C.9.3.1 AUDIO SYSTEMS: Perform master adjustments to sound system for loudness and equalization, visual inspections of connectors for wear, and replace faulty connectors as required (the contractor shall supply replacement connectors).

C.9.3.2 LCD PROJECTORS, LCD AND PLASMA MONITORS: Check that the remote works the projector on/off function, inspect all functions/settings, clean lens, check lamp hours, replace lamp and filter when necessary. The Government will supply all replacement lamps and filters.

C.19.3.3 VIDEO AND AUDIO CONFERENCING SYSTEMS: Inspect all functions/settings, check dial-up functions, and test, balance and adjust audio and video signals.

C.9.3.4 SWITCHERS: Check functionality.

C.9.3.5 MS TEAMS: Verify that all current MS Teams components (i.e. Vaddio AV

Bridge, Extron USB Switcher, and 4 Port Hub/USB Extension Kit, etc.) are functioning properly with the VTC camera, speakers, and microphones.

C.9.3.6 CONTROL SYSTEM: Clean and test the Control Unit, and Button Functionality of Touch Panels. Replace batteries when necessary or required (Government will supply replacement batteries).

C.9.3.7 SOFTWARE AND FIRMWARE UPDATES: Verify that all VTC components

(i.e. codecs, cameras,) have the most recent software and firmware updates applied. Test configuration to ensure update has not affected functionality. Update controller (Crestron) programming accordingly as needed/required.

C.9.4 LIFE CYCLE UPGRADES: Review equipment list in Attachment B – Equipment List- Building & Room to determine life cycle replacement candidates. It is at the Governments discretion whether the contractor will be required to obtain life cycle replacement parts/components or whether the Government will furnish them to the contractor for installation.

Upon approval and procurement, the contractor shall install and bring to full operational capability all equipment identified for life cycle replacement.

C.10 ON-CALL REPAIR, REPLACEMENT PARTS AND ADDITIONAL SERVICES

C.10.1 The contractor shall provide telephonic customer service support between the hours of 9:00 am and 5:00 PM Monday through Friday for the Eastern US Time Zone.

C.10.2 If the issue cannot be resolved over the phone, the contractor will report on-site to address the issue within 24 hours. The COR shall be notified once the Contractor arrives on site.

Contractor travel costs to and from APG/ATEC will not be authorized and are unallowable.

C.10.3 The contractor shall provide a tentative replacement VTC unit or individual component of the VTC system for any VTC system which fails during the terms of the contract.

The contractor shall install the replacement unit, remove the defective one, and take the inoperable unit for repair.

C.10.4 The contractor shall make every attempt to repair inoperable parts and equipment.

For items that must be replaced, the contractor will work with the COR on specifications and requirements for a replacement unit. The contractor is responsible for obtaining all replacement parts/components. The contractor shall install and integrate any new equipment/components into the designated VTC system to bring it back to a fully operational status. The contractor is responsible for ensuring that the replacement items have the latest Cyber Security IA controls applied (firmware and software). The government will provide the latest Department of the Army (DA) approved software or firmware versions. The contractor shall make modifications to the Source Code for the Crestron controllers to account for the new item(s) placed in the environment. A copy of the updated Source Code (CDRL 0005) shall be provided to the government upon completion.

C.10.5 The government may periodically require configuration, or equipment changes in order to maintain cyber security compliance of VTC systems. In this instance the Government will provide the make, model, and quantity of the item required in order to fulfill the requirement. The contractor will be responsible for supplying the required equipment, and required to install, configure, test, harden, and update system configuration, controller programming (Crestron) and Source Code.

C.10.6 The contractor shall provide access into any contractor-operated technical support or knowledge management portal provided in order to aid the government with incident reporting (if applicable).

C.10.7 The contractor shall provide a detailed record of all services performed, including conference room numbers, dates, and all measures and actions taken to be included with the invoice.

C.10.8 All work performed on the ATEC VTC systems that is not included in the scope of the “Quarterly Maintenance and Life Cycle Upgrades” section of this PWS must be pre-approved by the COR before any purchases are made or the work is completed. Any work completed prior to obtaining pre-approval is not billable to the Government and is unallowable.

C.10.9 Unforeseen requirements within the scope of this contract may arise from time to time. ATEC may have additional life cycle upgrade requirements to be performed under this contract. If these types of requirements arise, the KO may solicit the contractor for a pricing proposal. Specifics of any such requirements will be provided at that time.

C.11 CODEC UPGRADES

C.11.1 The contractor shall survey each room and provide ATEC with a cost estimate for procuring a replacement for any item deemed end of usable or serviceable life

C.11.2 Upon approval, the contractor shall procure system components and coordinate for installation date(s).

C.11.3 The contractor shall perform the tech refresh following the following steps:

C.11.3.1 The contractor shall provide all cabling and installation materials required.

C.11.3.2 The contractor shall configure and install all hardware devices into the existing room refresh.

C.11.3.3 The contractor shall create a new Source Code system for the controller and any associated components.

C.11.3.4 The contractor shall use new cables and connectors for all components.

C.11.3.5 The contractor shall label and dress cables in an orderly and manageable fashion. Cable labels shall follow ANSI TIA 606-B Cable Labeling Standards. The Government shall provide any additional details to cable label requirements.

C.11.3.6 The contractor shall verify cyber compliance of all components of the VTC system prior to operational status (AR 25-2).

C.11.3.7 The contractor shall configure the codecs and cameras (GFE) utilizing the Defense Information Systems Agency (DISA) Security Technical Implementation Guide (STIG) guidelines. The Government shall provide the most current STIG upon contractor arrival.

C.11.3.8 The contractor shall maintain a clean and safe working environment during all phases of the installation. The contractor shall remove all boxes and packing materials and dispose of them in the on-site dumpster.

C.11.4 Testing and commissioning. The contractor shall ensure that all systems and components are designed, installed, tested, and operate according to the operational requirements of the government.

C.11.5 Training and handoff to the Government. The contractor shall complete a walkthrough of the operation of all system components with the government representative to ensure operation.

C.11.5.1 The Government representative shall verify operation of each component.

C.11.5.2 The Government representative shall verify STIG, Network and Cyber certification scans.

C.11.5.3 The Government shall report in writing within 24 business hours the acceptance of the system as satisfactory or document any unsatisfactory findings which require address. The contractor shall complete a review of any unsatisfactory findings within 24 business hours.

C.11.5.4 The contractor shall provide an electronic copy of the Source Code to the

Government as a deliverable under this effort.

C.12 Documentation for Quarterly Maintenance. An Invoice will be submitted after the service has been performed once a quarter with Attachment A – Quarterly Maintenance Requirements & Health Report attached for each room serviced in WAWF.

C.13 Documentation for On Call Services. A detailed quote will be submitted before any work is performed and approved by the COR. An Invoice will be submitted after the repair has been approved by the COR and all work is completed. The COR shall receive a detailed invoice with additional details of the service call attached in WAWF.

C.14 Quality Assurance: 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).

C.15 DELIVERABLES: The deliverable table below contains items the contractor is required to provide.

Deliverable CDRL PWS Para Ref Point of Contact Sheet A001 C.6 Invoice A002 C.8 Quarterly Maintenance schedule A003 C.9.1 Quarterly Maintenance Requirements & Health Report

A004 C.9.2

Updated Source Code A005 C.9.2, C.10.4, C10.5, C11.3.3;

11.5.4 Equipment quote A006 C13