7th SFG(A) Access Control System Maintenance SOW – R1

STATEMENT OF WORK (SOW)

Access Control System Maintenance

7th Special Forces Group (Airborne)

Eglin Air Force Base, Florida

1. GENERAL

This is a non-personnel services contract to provide scheduled and unscheduled maintenance of the Honeywell S2 NetBox Access Control System supporting the 7th SFG(A). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor, who in turn is responsible to the Government.

1.1 Description of Services/Introduction

The Contractor shall provide certified personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the repairs, maintenance, and support defined in this Statement of Work (SOW), except for those items specified as Government-furnished property and services. The Contractor shall perform to the standards identified in the contract.

1.2 Background

The Access Control (AC) system is a physical security measure used to grant access to authorized personnel through the use of security identification cards and badges. It controls personnel movement into, and within, restricted areas. These standards and procedures are established to safeguard facilities against espionage, sabotage, damage, and theft.

1.3 Objectives

a. To repair inoperable equipment associated with the Honeywell S2 NetBox Access Control System by certified technicians.

b. To establish an Access Control System maintenance agreement contract to perform routine, preventative, and emergency services by certified technicians.

c. To safeguard sensitive areas by ensuring the system is maintained consistently and remains functional.

d. This is a three (3) year contract with an estimated annual value of and a total contract value not to exceed

1.4 Scope

The Contractor shall provide repairs, general maintenance, technical support, and bi-annual preventative maintenance procedures to ensure the Honeywell S2 NetBox Access Control System remains fully operational.

Services include access control readers, door contacts, locking mechanisms, system controllers, power supplies, backup batteries, associated wiring, and repair/replacement of defective components. Cameras are not included in this contract. The Contractor shall provide software support and manufacturer-approved updates for the duration of the contract as applicable to the standalone system. The Contractor shall provide technicians certified to install, maintain, and troubleshoot the Honeywell S2 NetBox Access Control System.

1.5.5 Security Requirements

Contractor personnel performing work under this contract must be escorted when performing maintenance in restricted or controlled areas.

1.5.5.1 Physical Security

The Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.5.2 Key Control

The Contractor shall establish and implement methods to ensure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop key control procedures that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrence of lost or duplicate keys/key cards to the Contracting Officer.

1.5.5.2.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon notification of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When replacement of locks or re-keying is performed by the Government, the total cost of re-keying or replacement shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.5.5.2.2 The Contractor shall prohibit the use of Government-issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.5.5.3 Lock Combinations

The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.5.6 Post Award Conference/Periodic Progress Meetings

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance RFO 42.302. The Contracting Officer, Technical Point of Contact, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.7 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges in the performance of this service.

1.5.8 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information, or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in RFO 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined acceptable solely at the discretion of the Contracting Officer. If the Contracting Officer determines that any OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect remedies as deemed necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6 Security

1.6.1 All contractor employees, including subcontractor employees, requiring access to a controlled installation, facility, or area shall comply with applicable security policies and procedures provided by the Government representative. This includes policies pertaining to the use or prohibition of electronic recorders, devices, cameras, etc. If the Contractor is required to take photographs or videos on a Government installation, the Contractor must obtain written permission from the Senior Commander. The Contractor shall also provide all information required for background checks to meet installation and facility access requirements to be completed by the 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 DoD, HQDA, USSOCOM, USASOC, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.2 All Contractor personnel must have proof of U.S. citizenship or eligibility to work in the United States if not a U.S. citizen.

1.6.3 The Vendor must pre-screen applicants using the E-Verify Program (http://www.dhs.gov/E-Verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the applicant has two valid forms of government-issued identification. An initial list of applicants must be provided to the TPOC no later than 7 business days after the initial contract award to start the security screening process. The Vendor must provide a final list of vetted/approved applicants to the TPOC at least 7 business days before the start of performance.

1.7 Additional Security Requirements

1.7.1 All contractor employees, including subcontractors who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials. The Vendor will coordinate with the TPOC and/or the facility security office for access when required.

1.7.2 iWATCH training. The Vendor and all associated subcontractors shall brief all employees on the local iWATCH program. Training standards will be provided by the Government requiring activity Antiterrorism Officer (ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the TPOC or designated security office. Training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees commencing performance, with results reported to the TPOC no later than 90 days after contract award and new employees commencing performance.

1.7.3 NCIC and terrorist threat database screening required. All contractor employees, including subcontractor employees, who are not in possession of a current Common Access Card (CAC) will be vetted by the local security office to determine fitness and eligibility for access IAW DTM 09-012, paragraph 2.b(4), to include but not limited to an NCIC III and Terrorist Database screening. The Vendor will ensure the Government has sufficient biographical information to conduct said screening, including but not limited to the person’s name, date of birth, and social security number.

4.4 EQUIPMENT: The Contractor shall furnish transportation, ladders, tools, and miscellaneous equipment necessary to meet the requirements under this SOW. Company vehicles shall prominently display the company name and telephone number on both sides.

PART 5 - SPECIFIC TASKS

5. SPECIFIC TASKS

5.1 Access Control System Maintenance Agreement

The Contractor shall provide routine maintenance, bi-annual preventative maintenance inspections, emergency repair services, replacement of defective components, software support, and technical support for all Honeywell S2 NetBox Access Control System components identified within this contract. Cameras are excluded from this requirement.

5.2 Unscheduled Repairs

Unscheduled repairs shall be performed as needed and as ordered by the TPOC or designated representative.

Only the TPOC or designated individuals identified by the Government are authorized to request repair services under this contract.

5.2.1 Duty Day Repairs and Response Times

The Contractor shall acknowledge all service requests within four (4) hours of notification from the TPOC or designated representative.

Emergency service calls involving complete system failures, failed controllers, failed access control points protecting sensitive or restricted facilities, or failures affecting mission operations shall receive an on-site response within twenty-four (24) hours.

Non-emergency repair requests shall receive an on-site response within five (5) business days.

If the Contractor is unable to complete repairs during the initial response, the Contractor shall contact the TPOC, explain the circumstances, and obtain written or verbal approval from the TPOC before leaving the system out of operation. Every effort shall be made to restore the system to normal operation in the shortest possible time. After an initial inspection, the Contractor’s service technician shall notify the TPOC of the estimated time required to restore normal operation. Once the system is restored to full operational status, the service technician shall notify the TPOC prior to departing the site. The Contractor shall provide a copy of the technician’s invoice or work order within 24 hours of services rendered.

5.2.2 Non-Duty Day Repairs

Non-duty day repairs shall be provided on a case-by-case basis when authorized by the TPOC or Contracting Officer.

5.2.3 Repair Parts

The Government retains rights to all access control system components. The Contractor shall return all unwarranted parts to the Government in manufacturer shipping containers with original packing materials when available. It is the responsibility of the Contractor to resolve all warranty issues, including shipping cost. All documents shall be available for the Contracting Officer’s review and audit. The Contractor shall only be reimbursed in accordance with the price list established by this contract. The Contractor shall keep a running tabulation of contract services provided and provide a written report to the TPOC on a monthly basis or as requested.

5.2.4 Designated Callers

A list of designated individuals authorized to call for repair service will be provided to the Contractor at the post award conference and shall be updated by the TPOC as changes occur. Only personnel from this list may issue a work order.

5.2.5 Contractor Repair Responsibility

The Contractor shall be responsible for the repair and/or replacement of defective and/or unserviceable components and parts of the system. The Contractor is forewarned that there may be calls for repair service or resetting of systems due to user error, restoration of power lost during electrical storms, or work performed on the electrical system. The Contractor shall notify the TPOC by the next work day of damages caused by other than fair wear and tear. This does not relieve the Contractor of the responsibility to bring the system back to operational condition.

5.2.6 Delays and Problems

Any major delays or potential problems incurred by the Contractor during performance of this contract shall be immediately brought to the attention of the TPOC at the time of occurrence during normal duty hours.

5.2.7 Equipment Replacement or Removal

The Contractor shall immediately notify the TPOC of any equipment replaced or removed for repairs during the term of this contract, to include serial numbers if applicable. If the Contractor must remove any Government-owned equipment from the site to make necessary repairs, the Contractor shall provide a written receipt fully identifying the equipment by make, model, and serial number to the using activity prior to removal. A copy of the receipt shall also be provided to the TPOC. All equipment replaced under this contract shall be turned over to the using activity to be removed from hand receipt inventory.

5.2.8 Repair Service Work Order

The Contractor’s service technician shall complete the Repair Service Work Order Form after each repair call has been accomplished. The original Repair Service Work Order Form shall be provided to the TPOC by the next workday.

5.2.9 Preventative Maintenance

The Contractor shall perform preventative maintenance inspections twice annually, every six (6) months, on all Honeywell S2 NetBox Access Control System components covered under this contract.

Preventative maintenance shall include, at a minimum: inspection of access control readers; inspection and testing of door contacts; inspection and testing of locking mechanisms; inspection and testing of system controllers; verification of power supply functionality; verification of backup battery functionality; inspection of wiring and connections; verification of communication between field devices and the Honeywell S2 NetBox server;

cleaning of equipment as required; review of system logs for recurring faults or equipment degradation; and identification of components approaching end-of-life.

The Contractor shall submit a written preventative maintenance report within five (5) business days following completion of each inspection cycle.

5.2.10 Contractor Inventory Requirements

To minimize system downtime and ensure rapid repair capability, the Contractor shall maintain an on-hand inventory consisting of a minimum quantity of three (3) each of the following commonly replaced components:

access control readers, door contacts, locking mechanisms, and system controllers. Equivalent replacement components must be compatible with the Honeywell S2 NetBox Access Control System and available for immediate deployment. Inventory requirements shall be maintained throughout the contract period and may be inspected by the Government upon request to verify compliance.

5.2.11 Parts and Material Approval

The Contractor may replace defective components as necessary to restore system functionality. Any individual repair, replacement, or material purchase exceeding $5,000 shall require written approval from the Contracting Officer or designated TPOC prior to procurement or installation, except in circumstances where immediate action is necessary to protect Government property, personnel, or mission-essential operations. The Contractor shall provide a written estimate detailing labor, materials, and associated costs prior to approval. The Contractor shall not perform any system expansion, relocation, redesign, or modification of existing access control architecture without prior written Government approval regardless of cost.

5.2.12 Performance Standards

The Contractor shall maintain a minimum service completion rate of 95 percent for all scheduled preventative maintenance and service requests. The Contractor shall submit all required maintenance reports, work orders, and invoices within the timelines established by this contract. Repeated failures to meet response timelines, maintenance requirements, or reporting requirements may be considered evidence of deficient performance.

5.2.13 Annual System Health Assessment

The Contractor shall provide an annual written System Health Assessment identifying obsolete equipment, recurring failures, end-of-life components, recommended upgrades, and projected maintenance concerns for the following contract year.

5.3 Contractor Manpower Reporting (CMR)

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report all Contractor manpower, including subcontractor manpower, required for performance of this contract. The Contractor shall completely fill in all information in the required format using the following web address: https://Contractormanpower.army.pentagon.mil.

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Representative or TPOC; (2) contract number, including task and delivery order number; (3) beginning and ending dates covered by reporting period; (4) Contractor’s name, address, phone number, e-mail address, and identity of Contractor employee entering data; (5) estimated direct labor hours, including subcontractors; (6) estimated direct labor dollars paid this reporting period, including subcontractors; (7) total payments, including subcontractors; (8) predominant Federal Service Code (FSC) reflecting services provided by Contractor and separate predominant FSC for each subcontractor if different; (9) estimated data collection cost; (10) organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity; (11) locations where Contractor and subcontractors perform the work; (12) presence of deployment or contingency contract language; and (13) number of Contractor and subcontractor employees deployed in theater this reporting period by country.

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The specific formats for the XML direct transfer may be downloaded from the website.

6. REPORTS AND FORMS

6.1 Repair Service Work Order Form

The Contractor shall provide a Repair Service Work Order Form for use when responding to repair service calls.

The Contractor’s Repair Service Work Order Form shall be submitted to the TPOC for review and approval at the post award conference. The form shall be designed by the Contractor and shall show, at a minimum, time of arrival and departure at the job site and printed name and signature of the Contractor’s service technician.

Additionally, the form shall contain a signature space for the TPOC or TPOC-designated representative to verify Contractor arrival time, when work began, when work was completed, and departure time. The form shall include