Atch 1 - SOW for VICADS.pdf

Attachment 1 – Statement of Work

STATEMENT OF WORK (SOW)

FOR

VICADS Video Management System for 35th Security Forces Squadron

Bldg. 646, Misawa Air Base, Japan

July 2024

STATEMENT OF WORK

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION 2

2 GENERAL INFORMATION 3

3 APPENDICES 10

1. DESCRIPTION

The contractor shall provide all management (including instruction), equipment, supplies, and some labor necessary to install the video management system in building 646 and to integrate the Prometheus Security Group’s (PSG) Video Image Control and Display System (VICADS) system with the Honeywell Vindicator Intrusion Detection System (IDS) currently in use on Misawa Air Base.

1.1 BASIC REQUIREMENTS

The contractor shall provide all management (including instruction), equipment, supplies, and some labor necessary to install the video management system in building 646, 35 SFS Base Defense Operations Center. The equipment to be installed includes servers, network video recorders, hard drives, workstations, monitors, and all other associated equipment with a CCTV management system (See Appendix B for the detailed list of items). After equipment installation, integration with the Honeywell Vindicator IDS and training are required for the VICADS video management system.

1.2 TRAINING

The contractor shall educate and provide training materials to Security Forces personnel on the operation of the system. The contractor shall also educate and provide training materials to the IDS shop personnel on how to operate and maintain the system.

1.3 OPERATION TEST

Upon completion of the install, the contractor must remain in place (on island) and accessible while the first 72-hour burn-in period testing is conducted. Final testing will be the primary method the government will use to ensure contract compliance and quality assurance of the VICADS video management system. Contractor shall provide an emergency call-in number.

2. GENERAL INFORMATION

2.1 QUALITY CONTROL

The contractor is responsible for ensuring that the items and services meet the requirements of the contract. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice.

2.2 SECURITY REQUIREMENTS

2.2.1 Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by an authorized representative(s) such as the Site Security Manager(s).

2.2.2 ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Misawa AB prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

2.2.3. Entry Authorization Listing (EAL): The contractor will be requested to provide the required information on EAL template for entry to Misawa AB a month prior to start of work.

Template will be provided as necessary.

2.3 PHYSICAL SECURITY

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured. The installation contractor will be escorted during installation. The escort shall open / secure locked boxes.

2.4 HOURS OF OPERATION

2.4.1 Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: Mon-Fri 0730-1630, except federal holidays. The contractor may work, with prior approval of the Contracting Officer and Site Security Manager, extended hours to ensure timely completion of work at no additional cost to the government.

2.4.1.1 Recognized Holidays. The contractor is not required to provide service on the following days:

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans' Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

2.5 CONSERVATION OF UTILITIES

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

2.5.1 Lights shall be used only in areas where and when work is actually being performed.

2.5.2 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

2.5.3 Water faucets or valves shall be turned off after the required use has been accomplished.

2.5.4 Government telephones shall be used only for official government business.

2.6 RECORDS

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this SOW. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

2.7 ENVIRONMENTAL CONTROLS

2.7.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

2.7.2 Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Misawa AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

2.7.3 Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

2.8 GOVERNMENT OBSERVATIONS

Government personnel, other than Contracting Officers (COs), may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

2.9 SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

2.9.1 Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

2.9.2 Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

2.9.3 Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

2.9.4 Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

2.9.5 Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

2.9.6 Record and report promptly (within one hour) to the contracting officer or designated Government Representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

2.9.7 In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

2.9.8 If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

2.9.9 Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

2.10. CONTRACTOR PERSONNEL

2.10.1 Contract Manager and/or Contract Employee: the contractor shall provide a contract manager/employee who shall be responsible for the performance of the services. The names of the contract manager/employee shall be provided to the CO in writing prior to the beginning of the performance period. The contract manager/employee must be able to read, write, speak, and understand English.

2.10.2 Until all required services including the installation, testing and training are completed, the contract manager/employee shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel to discuss problems. After normal duty hours the manager/Employee shall be available within four (4) hours.

2.10.3 The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

2,10.4 Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

2.10.5 The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64- 106.

2.10.6 The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

2.11 JAPANESE ROAD LAWS

2.11.1 The contractor should have an international drivers license and shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

2.11.1.1 Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

2.11.1.2 Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

2.11.2 The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

2.12 REQUIRED INSURANCE by JAPANESE LAW

2.12.1 The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

2.12.2 Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent.

2.12.3 All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.2.13

2.12.4 Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S.

Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

2.14. MEDICAL INSURANCE FOR VISITORS

All visitors to Misawa Air Base other than Japanese national will be required to obtain health insurance coverage for medical care and aeromedical transport while in Japan, and submit a copy of the insurance, photocopy of passport and vehicle information (Japanese compulsory inspection, liability insurance, international driver’s license, etc.) if driving, to the Government for the request of the base pass.

2.15. LOGISTICAL SUPPORT

DFARS Clause 252.225-7976 "Contractor Personnel Performing in Japan." (DEVIATION 2018- O0019) applies to this contract. Applicable references include USFJ Instruction 64-100, the full text of this clause, and USFJ Form 27.

2.15.1 In summary, this requires contractors desiring to acquire status under Article 1(b) of the Status of Forces Agreement (SOFA) between Japan and the United States as members of the civilian component, to be registered via the Synchronized Pre-Deployment and Operational Tracker (SPOT), in addition to any contractor personnel performing work under this contract in Japan. Link:

https://spot.dmdc.mil/privacy.aspx

2.15.2 A Letter of Authorization (LOA) is required to be completed by the contractor in SPOT for each person performing work under this contract. This LOA MUST be completed (via approval from a base CO) prior to the departure of SOFA-covered contractor personnel. Consequences of not completing the LOA include being turned around by Japanese customs upon arrival into the country.

2.15.3 Depending on the scope of the contract, logistical support may be authorized by the installation commander, for items mentioned below (see DFARS Clause 252.225-7976(b)(4) for more information):

(A) Base Exchange, including exchange service stations, theaters, and commissary

(B) Emergency medical care, on a reimbursable basis

(C) Postal support, as authorized by military postal regulations

(D) Local recreation services

2.15.4 Depending on the scope of the contract, logistical support may be authorized by the installation commander, for items mentioned below (see DFARS Clause 252.225-7976(b)(4) for more information):

2.15.5 Logistical support measures will be determined prior to the award of the contract.

2.15.6 Contractors need to input employee information into SPOT for the working of the LOA, IMMEDIATELY AFTER the award of the contract.

2.15.7 A required USFM Form 27, "Contractor Employee Acknowledgement" form must also be completed by the contractor, when applicable.

2.15.8 Please contact the CO for this requirement for more inform.

3. APPENDICES

APPENDIX A

Project location on Misawa Air Base

Project location in bldg 646 1st Floor

APPENDIX B

Required Equipment

Honeywell Vindicator Badge Management System Hardware

Units Equipment Room 1 VICADS Management Server IDS Office 2 VICADS Personal Viewer Workstation IDS Office 1 VICADS Broadcast Server IDS Office 6 VICADS Network Video Recorder IDS Office 60 VICADS 16TB SAS Hard Drive IDS Office 1 8 Port KVM Switch IDS Office 2 KVM Kit IDS Office 2 KVM Extender IDS Office 5 VICADS Personal Viewer Workstation SFS Posts 4 KVM Kit SFS Posts 4 KVM Extender SFS Posts 7 LCD Display SFS Posts