Attachment 2 70CTD024Q00000027 - VTC BPA SOW 06 17 2024 DRAFT.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

U.S. IMMIGRATION AND CUSTOMS ENFORCEMENT (ICE)

OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

Infrastructure Project Services Branch (IPSB)

Video Teleconferencing (VTC)

Statement of Work

June 17, 2024

DRAFT

1.0 GENERAL

1.1 Background

U.S. Immigration and Customs Enforcement (ICE), the largest investigative arm in the U.S.

Department of Homeland Security (DHS), is responsible for identifying and shutting down vulnerabilities in the nation’s border, economic, transportation, and infrastructure security. The ICE/Office of the Chief Information Officer (OCIO) is responsible for the overall management, planning, development, deployment, operation, maintenance, coordination, and evaluation of ICE technology programs and activities.

The Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Office of the Chief Information Officer (OCIO), and Video Operations Services (VOS) office is responsible for Video Teleconference (VTC) Information Technology Service Requests (ITSRs) that are opened for various locations throughout the United States (US) to include Alaska, Hawaii, and the US Territories. This requirement is for DHS ICE VOS office to implement a turn-key and configurable audio/visual solution for nationwide deployment across all facilities.

This turn-key solutions will provide an intuitive and collaborative environment that will enable effortless end-user adoption. The technology solutions and services that ICE requires will enhance multimedia presentations and greatly improve client engagements. This requirement will also allow for a customized turnkey solution for ICE’s multimedia needs to ensure legacy and Teams/Webex interoperability.

1.2 Scope

The contractor shall provide the equipment, labor, travel, installation, and integration for Cisco and Poly VTC systems for (ITSR) requests that are opened for various locations throughout the Continental United States (CONUS) and Outside the Continental United States (OCONUS) to include Alaska, Hawaii, and the US Territories. The contractor will be required to perform simultaneous installations at various sites, at different times of the year for all programs.

1.3 Objective

The objective of this BPA is to provide ICE with the deployment of a turnkey solution for four

(4) room designs to meet ICE’s multimedia needs. The Audio Visual (AV) solution will include small, medium, large, and extra-large / training room designs. The room designs will be used for conferencing and can be used independently of the VTC, for other Audio/Video Platforms (i.e., Microsoft Teams, Cisco WebEx, Zoom, etc...)

1.4 Reference Documents

The Government will provide at the BPA call level; details that may be helpful to the Contractor in performing the work illustrated in these documents:

• Room pictures

• Schematics

• Room design

• Diagram:

o Conference Room o Training Room o Office o Fitness Center o Processing Room

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 System Packages:

The system packages represent the base of the technology solution for each room. Only one system package may be chosen per room. Display options can be selected based on need of site.

The four system package types are as follows:

2.1.1 Package A: Cisco Room Bar for Small Space; 150 - 200 square feet:

• System supports 2 x display (not included – need to add system display option package).

• 1 x TAA compliant Cisco Room Bar system will be provided.

• System will be mounted to wall or above or below the display.

• 1 x Flat panel display wall mount will be installed.

• 1 laptop Bring-Your-Own-Device (BYOD) connection will be provided to conference room table.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop audio/video across video calls.

• The contractor shall provide and install any wall reinforcement where necessary.

• The contractor shall provide and install all the audio/video cabling. The contractor shall conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The contractor shall provide one year maintenance and support. This includes unlimited on-site support, help desk support during operation hours (see section 4.1), engineering support and equipment/hardware/installation replacement. ICE OCIO team will handle network and configuration issues. It is expected the contractor to provide maintenance and support when it’s a hardware, programming, and coding issue.

• The contractor shall provide configuration of equipment (see section 5.6 Configuration) & on-site training for estimated 5-10 individuals (see section 5.1 Training).

• The contractor shall provide 1-year warranty on all parts and labor.

2.1.2 Package B: Cisco Room Kit EQ Quad Camera for Medium Space; 200 - 350 square feet:

• System supports 2 x display (not included – need to add system display option package).

• 1 x TAA compliant Cisco EQ Quad Camera system will be provided.

• System will be mounted to wall or above or below the display.

• 1 x Flat panel display wall mount will be installed.

• 1 laptop BYOD connection will be provided to the conference room table.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop audio/video across video calls.

• The contractor shall integrate the programming and coding for Web Real-Time

Communication (WebRTC). This allowance will set up One Button to Push (OBTP) so that when a scheduled meeting includes video devices, a green Join button appears on the devices right before the meeting begins for Microsoft Teams and Webex connectivity.

• The contractor shall provide and install any wall reinforcement where necessary.

• The contractor shall provide and install all the audio/video cabling. The contractor shall conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The contractor shall provide one year maintenance and support. This includes unlimited on-site support, help desk support during operation hours (see section 4.1), engineering support and equipment/hardware/installation replacement. ICE OCIO team will handle network and configuration issues. It is expected the contractor to provide maintenance and support when it’s a hardware, programming, and coding issue.

• The contractor shall provide configuration of equipment (see section 5.6 Configuration) & on-site training for estimated 5-10 individuals (see section 5.1 Training).

• The contractor shall provide 1-year warranty on all parts and labor.

2.1.3 Package C: Cisco Room Kit EQ with Pan-Tilt-Zoom (PTZ) Camera and Ceiling Speakers for Large Space; 350 – 500 square feet:

• System supports multiple displays (not included – need to add system display option package).

• 1 x TAA compliant Cisco Room EQ will be provided.

• System will be mounted to wall or above or below the display.

• 1 x PTZ high-definition camera will be installed.

• 1 x micro tilt display wall mount will be installed.

• 1 laptop BYOD connection will be provided for the room.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop audio/video across video calls.

• The contractor shall integrate the programming and coding for WebRTC. This allowance will set up OBTP so that when a scheduled meeting includes video devices, a green Join button appears on the devices right before the meeting begins for Microsoft Teams and Webex connectivity.

• 2 x Ceiling microphones will be installed.

• 4 x Ceiling speakers will be provided for audio playback.

• Audio processor will be provided to route all audio signals.

• 1 x wireless touch panel will be installed for control in the room (see section 5.5 Touch/Control Panel)

• 1x Barco Clickshare will be installed.

• With the press of any activity preset button the system will turn on and show video from that corresponding device.

• Alternately, users can either plug in their laptop or simply start dialing a remote participant and the system will automatically turn on.

• System will be configured to turn off when either the laptop is unplugged, or the call is completed.

• All equipment will be installed behind the display so no AV rack will be needed.

• The contractor shall provide and install any wall reinforcement where necessary.

• The contractor shall provide and install all the audio/video cabling. The contractor shall conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The contractor shall provide one year maintenance and support. This includes unlimited on-site support, help desk support during operation hours (see section 4.1), engineering support and equipment/hardware/installation replacement. ICE OCIO team will handle network and configuration issues. It is expected the contractor to provide maintenance and support when it’s a hardware, programming, and coding issue.

• The contractor shall provide configuration of equipment (see section 5.6 Configuration) & on-site training for estimated 5-10 individuals (see section 5.1 Training).

• The contractor shall provide 1-year warranty on all parts and labor.

2.1.4 Package D: Cisco Room Kit EQ with PTZ Camera and Ceiling Speakers for Extra Large Space or Training Room; 500-650 square feet:

• System supports multiple displays (not included – need to add system display option package).

• 1 x TAA compliant Cisco Room EQ will be provided.

• System will be mounted to wall or above or below the display.

• 2 x PTZ high-definition camera will be installed.

• 2 x Flat panel display wall mount will be installed.

• 1 laptop BYOD connection will be provided for the room.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop audio/video across video calls.

• The contractor shall integrate the programming and coding for WebRTC. This allowance will set up OBTP so that when a scheduled meeting includes video devices, a green Join button appears on the devices right before the meeting begins for Microsoft Teams and Webex connectivity.

• 3 x Ceiling microphones will be installed.

• 6 x Ceiling speakers will be provided for audio playback.

• Audio processor will be provided to route all audio signals.

• 1 x wireless touch panel will be installed for control in the room (see section 5.5 Touch/Control Panel).

• 1x Barco Clickshare will be installed.

• With the press of any activity preset button the system will turn on and show video from that corresponding device.

• Alternately, users can either plug in their laptop or simply start dialing a remote participant and the system will automatically turn on.

• System will be configured to turn off when either the laptop is unplugged, or the call is completed.

• 1x AV rack with proper ventilation to house all equipment.

• Option to add partition sensor if needed.

• The contractor shall provide and install any wall reinforcement where necessary.

• The contractor shall provide and install all the audio/video cabling. The contractor shall conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The contractor shall provide one year maintenance and support. This includes unlimited on-site support, help desk support during operation hours (see section 4.1), engineering support and equipment/hardware/installation replacement. ICE OCIO team will handle network and configuration issues. It is expected the contractor to provide maintenance and support when it’s a hardware, programming, and coding issue.

• The contractor shall provide configuration of equipment (see section 5.6 Configuration) & on-site training for estimated 5-10 individuals (see section 5.1 Training).

• The contractor shall provide 1-year warranty on all parts and labor.

2.2 System Display Option Packages:

2.2.1 Commercial Display 55-inch 4K

• 1 x 55-inch 4K commercial display will be provided.

• 1 x Flat or micro tilt display wall mount will be installed.

• 1 x full motion (articulating) wall mount will be installed.

2.2.2 Commercial Display 65-inch 4K

• 1 x 65-inch 4K commercial display will be provided.

• 1 x Flat or micro tilt display wall mount will be installed.

• 1 x full motion (articulating) wall mount will be installed.

2.2.3 Commercial Display 75-inch 4K

• 1 x 75-inch 4K commercial display will be provided.

2.2.4 Commercial Display 85-inch 4K

• 1 x85-inch 4K commercial display will be provided.

2.2.5 Commercial Display 98-inch 4K

• 1 x 98-inch 4K commercial display will be provided.

2.2.6 SMART Board display 65-inch Interactive 4K Ultra High Definition (UHD)

• 1 x 65-inch 4K UHD SMART Board display

2.2.7 SMART Board display 75-inch Interactive 4K UHD

• 1 x 75-inch 4K UHD SMART Board display

2.2.8 SMART Board display 85-inch Interactive 4K UHD

• 1 x 85-inch 4K UHD SMART Board display

• 1 x Flat panel display wall mount will be installed.

2.3 Photos of Installation

Contractor shall furnish photos of finished VTC installation to Site POC, DHS ICE VTC Project Engineer, CO, and COR via e-mail.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

The contractor shall provide the qualified personnel necessary to perform each BPA call and propose only personnel who meet the qualification requirements associated therewith. The

Government reserves the right to reject any proposed personnel it deems do not meet the requirements relative to the applicable methodology and position qualifications associated with any said task. The Contractor shall absorb any costs resulting from substitution of personnel initiated by the Contractor but deemed unsuitable by the Government.

If a Contractor employee(s) identified and designated as key personnel to provide services within an awarded BPA call resigns or is released prior to the requirements (i.e., solution) being installed and accepted, ICE will be notified in writing.

3.2 Certified Personnel

1. Contractor shall be manufacturer trained and certified to install and work on the equipment described.

2. Contractor shall provide Audio-Video certified engineers and technicians capable of performing all tasks described in this document.

3. Contractor’s Project Manager shall provide proof of current Project Management Professional

(PMP) certification.

3.3 Continuity of Support

The Contractor shall provide the required level of support for all active BPA calls and maintain it at all times. The Contractor shall make certain that all contract support personnel are present for all hours necessary to complete each BPA call. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the COR within 10 days at the start of each BPA call prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement within 24 hours at the start of each BPA call.

3.4 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer (CO) no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the CO. The Contractor shall not replace Key Contractor personnel without approval from the CO. The following Contractor personnel are designated as Key for the BPA. Note: The Government may designate additional Contractor personnel as Key at the time of award.

• Project Manager

• Assistant Project Manager (During any absence of the Contractor's Project Manager)

3.4.1 Contractor Key personnel shall not be assigned by the Contractor to more than one key position for this requirement. During any absence of the Contractor's Project Manager, only one alternate; the Contractor's Assistant Project Manager shall have full authority to act for the Contractor on all matters relating to work performed under this BPA.

3.5 Project Manager/ Assistant Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this BPA. The Contractor Project Manager shall be a single point of contact for the CO, Contract Specialist (CS), COR, and the IT Project Manager (ITPM). The name of the Project Manager, and the name of the Assistant Project Manager who shall act for the Contractor in the absence of the Contractor Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Contractor Project Manager is further designated as Key by the Government. The Contractor Project Manager and Contractor’s Assistant Project Manager shall be able to read, write, speak, and understand English. Additionally, the Contractor shall not replace the Contractor Project Manager without prior approval from the Contracting Officer.

3.5.1 The Contractor Project Manager shall be available to the COR via telephone between the hours of 7:00 am – 6:00 pm EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

Project Manager

• Responsible for all aspects of the assigned projects and provides a single point of contact for those projects.

• Presents and discuss progress, exchange information, and resolve emergent technical problems and issues.

• Creates contractually required level of support for this requirement is maintained at all times as the contractor shall perform simultaneous installations at various sites across the nation.

• Provides adherence to quality standards and reviews project deliverables.

• Provides only personnel who meet the qualification requirements specified within this

SOW.

• Manages teams of contract support personnel at multiple locations.

• Meets with customer and contractor personnel to formulate and review task plans and deliverable items. Maintains conformance with program task schedules and costs.

• Leads team on multiple projects or significant segment of large complex projects.

• Analyzes new and complex project related problems and creates innovative solutions.

• Provides systems analysis and configuration activities for a government site, facility, or multiple locations.

• Oversees all aspects of projects.

• Contractor’s Project Management Support shall be Project Management Professional

(PMP) Certified.

3.6 Employee Identification

3.6.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level, and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.6.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall track Contractor employees are presenting a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Contractor Project Manager shall develop Contractor employees to understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.8 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the CO/COR), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The CO/COR will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 Hours of Operation

Contractor employees will work on-site at a government facility/location and generally perform all work 8-hour increments during the Government core hours of 7:00 am – 6:00 pm EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. Exceptions to this schedule shall be authorized by the ICE COR.

4.2 Place of Performance

Place of performance shall be as stated on each individual BPA call and may include various locations throughout the US to include Alaska, Hawaii, and the US Territories. It is expected that the contractor shall perform simultaneous installations at various sites across the nation.

4.3 Period of Performance

The period of performance for this BPA shall consist of a 5 year or 60-month ordering period.

4.4 Regulatory References

Contractor shall abide by all applicable federal, state, county and local building and safety regulations.

4.5 Site Access

Contractor is responsible for coordinating with the DHS ICE on-site representatives for site access privileges and required individual safety training. Requires 24-hour advance notice for entry.

4.6 Facility Damage

Contractor is responsible for any damage incurred while in the process of performing work including, but not limited to, damaged voice hardware, damaged walls, and scratched furniture.

Any damage should be reported immediately to the DHS ICE VTC Project Engineer, CO, and

COR.

4.7 Licenses and Permits

Contractor is responsible for maintaining and acquiring all required federal and local licenses and privilege permits.

4.7.1 Cisco Agreement

Contractor must show evidence, by providing a Cisco Gold agreement (dated within 2 years from date of BPA Award) for the purchase and resale of Cisco products and or services (the Agreement) with Cisco.

Contractor’s agreement with Cisco must state that they are authorized to resell and/or redistribute such Cisco products and services directly to end users in the United States and receive Cisco services within its territory, after having purchased and/or licensed such Cisco services and products from Cisco authorized distributors.

4.8 Site Cleanup

Contractor shall clean up daily. Remove all debris resulting from the work being performed.

Work areas must always be kept clean. It is the contractor’s responsibility to vacuum and dust common corridors if work activities create excessive dust and trash. Upon completion of work, the contractor cleans the work areas well.

As part of the site cleanup, the contractor’s price shall include cost for the removal of all existing equipment, (per the task requirement) which may include ceiling speakers, cabling, wall mounted hardware, and tabletop microphones.

4.9 Warranty

Contractor shall furnish an initial one-year warranty on all parts, labor, workmanship, and unlimited on-site and phone support 24hrs/365 days. The agency prefers one number to call for support on all VTC related issues during the warranty period.

Reference: 52.212-4(o) states: Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

4.10 Travel

Contractor travel shall not be reimbursed by the Government for this requirement. All associated CONUS travel for installation at the government locations will be included in the system package pricing provided and born by the Contractor. Contractor travel and shipping costs associated with OCONUS installation sites will be priced out in the OCONUS Plus Up CLINS.

4.11 Post Award Conference

The Contractor shall attend a BPA call Post Award Conference with the CO, CS, COR, ITPM and the DHS ICE VTC Project Engineer no later than 10 business days after start of the BPA’s Period of Performance (PoP). The purpose of the Post Award Conference, which will be chaired by the CO, is to discuss technical and contracting requirements of this BPA and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

The Contractor shall attend a BPA Call Post Award Conference with the DHS Site Manager, DHS ICE VTC Project Engineer, ITPM, CO, CS, and the COR no later than 10 business days after the date of each awarded BPA call if deemed necessary by the DHS ICE VTC Project Engineer.

4.12 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 10 business days after Post Award Conference.

4.13 Progress Reports

• This report shall include a summary of all Contractor work performed, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

• Contractor shall provide a monthly report of all equipment purchased to the CO and COR via e-mail. The monthly reports will provide the information listed below.

o BPA call number o Dollar ($) Amount o Equipment purchased o Contractor POC Name o Contractor POC Email Address

4.14 Progress Meetings

The Contractor’s Project Manager shall meet with the CO, CS, COR, ITPM and the DHS ICE VTC Project Engineer on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.15 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.16 End of Life Equipment

In view of future technologies and at the discretion of the contracting officer, the BPA may need to be revised in the form of a modification. Technology systems and products often become obsolete as a result of rapid development and evolution of information technology.

These revisions may include changes or additions to the current equipment and will be subject to the provisions of the BPA. The revision may be the result of the following changes:

• Due to technological changes, future improvements.

• Due to technology changes, future upgrades.

• Incorporating other unified communication equipment suitable for use in ICE environment.

• Due to infrastructure and/or security impacts.

5.0 SPECIFIC SITE REQUIREMENTS

5.1 Training

The contractor shall provide on-site training, system manuals, schematics, and other necessary materials for all training participants. The contractor shall include Quick Reference Guides (Electronic version and paper) to include point of contact for troubleshooting purposes.

The contractor’s PMP Certified shall provide training that will cover the following main functions:

5.1.1 VTC system

a. Using the VTC remote control

b. Placing and answering a VTC call

c. Adjusting main and secondary VTC camera

d. Adjusting and muting the volume

e. Working with directory entries

f. Working with People + Content

g. All touch / control panel functions

h. Multipoint call support

i. Basic troubleshooting

j. Wireless control pane

k. Sharing content

l. Device mode for laptops

m. WebEx, Microsoft teams, Multipoint calls

n. And any other necessary needs to implement a complete and successful install

o. VSGi Custom Programming - Programming of central control and layout of touch interface to intuitively integrate components through these devices into a system.

5.1.2 Audio Phone Dialing

• Contractor shall train client on how to operate the control panel phone call-in options.

• Contractor shall train how to make and place calls thru the VTC system.

• Contractor shall provide any coding needed for the control panel to make sure it’s fully operational with the VTC system.

• Contractor shall train client on how to operate the Poly Dialpad.

5.2 Coding

The contractor shall provide all source coding, both soft and hard copies to the site and to be included within the As-Built wiring diagrams/documents (including rack elevation, signal-flow, and all other applicable documents). All files shall be in non-compressed, non-compiled and editable format. The contractor will provide any coding needed for the Poly phone Dialpad to make sure it’s fully operational with the VTC system. Contractor shall keep a copy on file of room control code and will provide a replacement / duplicate copy of the source code upon customer request for no additional charge.

5.3 Testing

Contractor shall perform Quality Assurance Testing on the entire system to identify that all services/features supported at the location are operable.

5.4 Equipment Shipping/Deliveries

5.4.1 Regarding all BPA calls issued by ICE for delivery and/or installation of products to OCONUS locations, which is Outside the Continental US, to include Alaska, Hawaii, and the US Territories; the Contractor is responsible for all shipping, export/import requirements and any applicable taxes, duties and fees, and delivery to the ICE - specified OCONUS delivery location and/or installation site.

5.4.2 Contractor’s price shall include all freight charges with inside delivery to VTC room.

5.4.3 For the delivery and installation of units, the contractor may need to provide storage for a maximum period of 3 months. Due to the mission, these sites are subject to change and will be coordinated by the government with the contractor and site POC on shipping.

5.4.4 Contractor shall inventory all equipment prior to install.

5.4.5 The site locations are Federal Buildings, and it requires 24-hour advance notice for entry.

Contractor will coordinate with the Site POC to create a Loading Dock Pass with the building manager.

5.4.5.1 The following information is required before coming to the building for any deliveries.

1. Name of Company

2. Name of escorted individuals

3. Date of delivery

4. Scanned copy of Driver’s License

5. Make / Model / Color / Size of Vehicle

6. Scanned copy of Vehicle Registration

7. Scanned copy of Vehicle Insurance.

5.4.6 Shipping Locations

Shipping locations shall be as stated on each individual BPA call and will include various locations throughout the US to include Alaska, Hawaii, and the US Territories. It is expected that the contractor shall perform simultaneous installations at various sites across the nation.

5.5 Touch / Control Panel

The touch / control panel will do or allow for the following:

• Provide access to all VTC functions (i.e., dial, hang-up, volume, mute, etc.)

• Switch sources to the LED monitors. These monitors will be able to view any of the available sources independently of each other (i.e., the users can view a personal computer (PC) on one monitor and VTC on the other).

• All audio controls and ability to make audio calls out.

• Present local presentations

• Seamless integrate with customer provided Speakerphone (POTS/VOIP)

• Volume control of the ceiling speakers

• Mute both outgoing and incoming audio

• Choose what source audio is heard through the speakers

• The camera(s) control can be operated from the touch panel.

5.6 Configuration

• Contractor’s price shall include costs for all configurations.

• System will be configured to turn off when either the laptop is unplugged, or the call is completed.

• The contractor shall fully configure Cisco & Poly codecs including IP configurations.

5.7 Post Installation Reporting

• The Contractor shall provide at the completion of each BPA call; the contractor will provide and sign a completion document. Site Point of Contact (POC) will acknowledge that all work listed in the scope of work section has been completed to meet the requirements. Signed report will be sent to the CO and COR via e-mail.

• The contractor shall contact the VOS Team to register the codec’s test to make sure all are in working order and to make any changes necessary to complete this project to the satisfaction of the on-site client and the Video Support Team.

5.8 Site Survey

A site survey is recommended prior to providing a list of required equipment. The site survey shall be scheduled and coordinated with the local ICE representative. There shall only be one opportunity for the site survey and failure to perform the site survey will in no way excuse the contractor from its responsibilities in complying with the task requirements.

5.8.1 Site Location

The contractor’s proposal shall be the same irrespective of location in the United States, no matter where the VTC projects are to be fulfilled.

On each BPA call, the contractor's proposal shall indicate the labor category and the number of working hours required to complete each VTC project.

5.9 Schedule

Contractor shall coordinate the installation and completion dates for the task with the assigned DHS ICE VTC Project Engineer. The coordination point of contact will be listed on each BPA call to include Site POC Name, phone number and Email address.

5.10 Problem Resolution

Contractor shall contact the assigned DHS ICE VTC Project Engineer to resolve any major issues that arise during installation. The customer on-site should not be addressed until the VTC office has been contacted. Minor issues can be worked out between on-site DHS personnel and the contractor if necessary.

6.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW

REFERENCE DELIVERABLE / EVENT DUE BY DISTRIBUTION

1 4.12 Post Award Conference

BPA

Within 10 business days after start of BPA’s Period of Performance (PoP)

Teleconference

2 4.13 Draft Contractor Project Plan

At Post Award Conference

COR, Contracting Officer

3 4.13 Final Contractor Project Plan

10 business days after Post Award Conference

COR, Contracting Officer

4 4.12 Post Award Conference Call

Within 10 business days after the date of each awarded BPA call

5 5.8

Post Installation Reporting

Within 5 business days at the completion of each BPA call

COR, Contracting Officer

6 4.14 Equipment purchased Monthly on the 15th day of each month

COR, Contracting Officer

7 4.15 Progress Meetings Monthly on the 15th day of each month

8 3.2

Proof of current certification:

• Project Management

Professional (PMP) Certified.

Within 10 business days after start of BPA’s Period of Performance (PoP)

COR, Contracting Officer

9 3.3 Qualified personnel replacement

Within 24 hours at the start of each BPA call

COR, Contracting Officer

10 3.4 Key personnel replacement 15 business days in advance

Contracting Officer, COR

11 2.4 Photos of finished VTC installation

Within 5 business days at the completion of each BPA call

Site POC, DHS ICE VTC Project Engineer, COR, Contracting Officer

11 4.5 Site Access Requires 24-hour advance notice for entry.

Government

12 4.7.1 Cisco Agreement, purchase, resale, redistribute

Within 10 business days after start of BPA’s Period of Performance (PoP)

COR, Contracting Officer

13 5.1 On-site training, system manuals, and schematics

On the day of each BPA call completion

Training participants

14 5.1 Quick Reference Guides:

Electronic version and paper

On the day of each BPA call completion

Training participants

15 5.4 Equipment Shipping/Deliveries

Requires 24-hour advance notice for entry.

Government

16 5.2

Provide all source code included within the As- Built wiring diagrams/documents

Within 5 business days at the completion of each BPA call and files shall be in non-compressed, non-compiled and editable format.

Site POC

17 5.8 Register the codec’s test Within the day of completion of each BPA call

VOS Team

18 10.0 List of Calls issued Monthly on the 15th day of each month

COR, Contracting Officer

19 13.4 Section 508 Accessibility Conformance Reports

Within 10 business days after start of BPA’s Period of Performance (PoP) and when there are any changes with this reporting

COR, Contracting Officer

20 4.16

All written reports in electronic format with read/write capability using applications that are compatible with DHS workstations

At all times as applicable

Government

21 15.2 Interpret accessible Program Data At all times as applicable

Government

22 16.0(c) List of components for each product

Monthly on the 15th day of each month

COR, Contracting Officer

23 16.0(d) Packing slip for each container or package

Monthly on the 15th day of each month

COR, Contracting Officer

24 16.0(d) Shipping notification At all times as applicable COR, Contracting Officer

25 20.0 Training Certificates / DHS Rules of Behavior

30 business days after contract award

COR, Contracting Officer

26 Appendix A Supply Chain Risk Management Plan

30 business days after Post Award Conference

COR, Contracting Officer

7.0 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

The Government will provide copies of the references cited in SOW 1.4 at the Post Award Conference.

The Contractor shall use Government furnished information, data, and documents only for the performance of work under this BPA, associated BPA calls; and shall be responsible for returning all Government furnished information, data, and documents to the Government at time of installation completion. The Contractor shall not release Government furnished information, data, and documents to outside parties without the prior and explicit consent of the CO.

The ordering activity may provide the Contractor with some of the necessary information, equipment, and/or office space required to perform the services contracted. The Contractor shall at all times protect and preserve from loss, damage or harm, all materials, information, and data, supplies and equipment of every description, including that which may be Government furnished or Government owned.

8.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR and requiring Program Office has overall technical responsibility for, and supports the CO during, administration of each BPA call:

• Makes final decisions regarding any recommended rejection of deliverables.

• Provides technical clarification relative to overall workload matters.

• Provides advice and guidance to the contractor in the preparation of deliverables and services.

• Provides acceptance of deliverable products to confirm compliance with requirements.

• Monitors Contractor’s technical progress, including surveillance and assessment of performance, and recommends to the CO any changes in requirements.

• Assists the Contractor in the resolution of technical problems encountered during performance; and

• Performs inspection and acceptance or rejection of Contractor deliverables and identifies deficiencies in delivered items. This does not replace any other quality assurance inspection requirements that may be specified.

All BPA questions and concerns shall be directed to the appropriate point(s) of contact. The CO is the only individual with the authority to amend the BPA or a BPA call. Only the CO has the authority to represent the Government in cases where the BPA or BPA call requires a change in the terms and conditions, delivery schedule, scope of work and/or price of the products and/or services under the BPA or BPA call.

If in the opinion of the Contractor, any instruction or direction issued by a COR is outside of his or her specific authority, the Contractor shall not proceed, but shall notify the CO in writing within five (5) working days after receipt of any such instruction or direction.

9.0 INSPECTION AND ACCEPTANCE

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

9.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified by e-mail from the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

9.1.1 The COR will have 10 business days to review comment and either accept or reject deliverables. Any rejection will:

• be in writing and sent via e-mail.

• state the basis of the rejection.

• include a specific reference to the Section with which the deliverable does not conform; and

• identify the corrective action or rework required.

9.1.2 If the designated government representative and/or the COR, Program Manager (PM) or Site POC determines that there are omissions, errors, or deficiencies, comments shall describe the nature of the deficiencies and necessary actions.

9.2 The Contractor shall make the necessary corrections and modifications to make the deliverable acceptable. The Contractor shall rework and return any rejected deliverable within 5 business days. When the Contractor returns the reworked deliverable, clearly identifying changes, the designated government representative and/or COR, PM, or Site POC will re-inspect the deliverable within 5 business days or a mutually agreed upon date of receipt and provide a response.

9.2.1 Deliverables shall not be marked “FINAL” without prior ICE authorization and nor will they be automatically accepted.

9.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to confirm that the established schedule is maintained.

10.0 MANAGEMENT AND OVERSIGHT REQUIREMENTS

The Contractor shall identify a BPA level Project Manager as Key Personnel in order to provide centralized administration of all BPA calls placed with/awarded to the Contractor under the

BPA. All costs or charges must be incorporated into to the packages to cover Project Manager efforts, there will be no BPA calls directly funding the BPA level Contrator’s Project Manager.

The Contractor's Project Manager will be the single point of contact for the CO, CS, COR, and the ITPM. It is anticipated that the Contractor's Project Manager shall be one of its senior level employees dedicated by the Contractor to this work effort. The name of the Contractor's Project Manager and the name of any Contractor’s Assistant Project Manager, who shall act for the Contractor in the absence of the Contractor's Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the Contractor's Project Manager, the Contractor's Assistant Project Manager shall have full authority to act for the Contractor on all matters relating to work performed under this BPA and associated BPA calls.

There is no charge for this Project Management.

Contractor’s Project Manager shall participate in regular reviews throughout the term of the BPA. During these reviews the Contractor shall report on, the status of BPA calls, a monthly account of all BPA calls issued and any outstanding issues.

Contractor shall provide to the CO and COR a monthly report (Microsoft Excel) that will identify all BPA calls that are issued by ICE to the Contractor. The monthly reports will provide the information listed below.

• BPA call number, Date and Dollar ($) Amount

• Modification Number, If Applicable.

• Contractor POC Name

• Contractor POC Telephone Number

• Contractor POC Email Address

11.0 SECURITY REQUIREMENTS

General The United States Immigration and Customs Enforcement (ICE) has determined that performance of the tasks as described in this contract requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to Controlled Unclassified Information CUI; DHS information, and that the Contractor will adhere to the following.

Employment Screening Requirements The Contractor shall verify to the Contracting Officer prior to commencement of work, that each employee performing under this Agreement has successfully completed an employment screening that includes at a minimum, a criminal history records check, employment reference checks, and citizenship check. Screening criteria that will exclude applicants for consideration to perform under this agreement include, but are not limited to:

1. Felony Convictions (including felony drug convictions)

2. Convictions of a sex crime

3. Offenses involving a child victim

4. Pattern of arrests, with or without convictions, that brings into question a person’s judgment and reliability to promote the efficiency and integrity of the ICE mission.

5. Intentional falsification and /or omission of pertinent personal information to influence a favorable employment decision.

Subject to existing law, regulations and/or other provisions of this Contract, undocumented noncitizens shall not be employed by the Contractor.

The Contractor shall agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by U.S. Citizenship and Immigration Services (USCIS) to establish work authorization.

The E-Verify system is an Internet-based system operated by USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify represents the best means currently available for employers to verify the work authorization of their employees.

The Contractor shall verify to the Contracting Officer that each employee, prior to commencement of work on this Contract, has a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of their own employees and for any Subcontractor(s) and their employees. The Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this Contract.

The contract Project Manager will submit to the ICE Personnel Security Division (PSD) a completed Project Data Sheet along with this Contract. After submission of the Contract and Project Data Sheet, the Project Manager will submit to PSD a completed Building Access Request (BAR) and a Release of Information form for each employee who will have access to Federal buildings. These forms will be submitted as soon as possible after contract award to permit completion of access screening by PSD prior to commencement of work by a contract employee. PSD reserves the right to deny and/or restrict access of any contract employee whose history includes screening criteria listed above, actions in conflict with the standards of conduct 5 CFR 2635 and 5 CFR 3801, or whom PSD determines has a pattern of arrests with or without convictions that brings into question a person’s judgment and reliability to promote the efficiency and integrity of the ICE mission. This process, if approved, does not allow un-escorted access to the facility and a Federal employee must be present while the Contractor employee(s) are on site.

Security Management The Contractor shall appoint a senior official to act as the Agreement Security Officer. The individual will interface with the Contacting Officer’s Representative (COR) or Project Manager (PM) on all security matters, to include physical, personnel and protections of all Agency information and data accessed by the Contractor.

The COR/PM and Contracting Officer shall have the right to inspect the procedures, methods, all documentation, and facilities utilized by the Contractor in complying with the security requirements under this Contract. If ICE determines that the Contractor is not complying with the security requirements of this Contract, the Contractor shall be informed in writing by the Contracting Officer of the action to be taken to effect compliance.

It is the responsibility of the Project Manager to ensure that a separate BAR Form is submitted for each individual. Please ensure the following is completed for each block of the form:

1. Name of Vendor (body of email): Company employing the person to be screened.

2. Type of Service (body of email): Work that the person will complete, i.e., Carpet Install, Drywall, Demolition, etc.

3. Project Name, Project Number (OFA project #) and location.

4. Project Manager: Person who is managing the project (Normally OFA staff)

5. Field Security Manager: The ICE Security and Threat Management Operations (STMO) POC for the project effort

US Citizenship; Legal Permanent Resident (LPR); or a Right to Work Visa Authorization requirement for all Contractor employees working in support of an ICE Contract. The Contractor shall certify in writing to the Contracting Officer that each employee, prior to commencement of work, on this Contract has a Social Security Card issued and approved by the Social Security Administration (SSA) and is authorized to work in the United States.

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