Attch 4 - AFNWC AV and VTC Transition and Maintenance Support Task Order One.pdf

Air Force Nuclear Weapons Center (AFNWC) Audio Visual and Video Teleconference Transition and Maintenance Support

PERFORMANCE WORK STATEMENT (PWS)

TASK ORDER ONE (1)

Kirtland AFB, NM

AFNWC/DST

09/05/2023

Contents

1.0 SCOPE

2.0 REQUIREMENTS

Initial Survey

Equipment Inventory

Support Requirements

Recurring Maintenance

Equipment Procurement

Room Modifications

3.0 OVER AND ABOVE (O&A)

Authorizations for Over and Above Repair

4.0 DELIVERABLES, GOVERNMENT OVERSIGHT AND SERVICE SUMMARIES

Contract Data Requirements List Deliverables

Quality of Deliverables

Receipt of Deliverable

Services Summary

1.0 SCOPE

The focus of task order one will be to provide AFNWC with VTC maintenance support for all current conference rooms, room modifications, and reactive equipment replacement of the current system.

Maintenance support is required to maintain all existing Internet Protocol (IP) VTC capabilities until sundown of Department of Defense IP based VTCs.

Under future task orders all existing conference and collaboration rooms need to be designed to support DAF365 TEAMS as the primary video and audio conference capability.

The contractor must ensure all current capabilities are maintained until full transition to ensure the AFNWC mission can be completed in legacy and the future collaborative environment.

2.0 REQUIREMENTS

Initial Survey

2.1.1 The contractor will conduct a complete initial site survey to confirm and update the provided inventory. The survey will include validation of the overall IDIQ requirements as well as requirements listed in this task order.

2.1.2 The contractor will gather all required information for future task orders to engineer a new solution compatible with DAF365 for all the rooms listed in Attachment 1 of the IDIQ

PWS.

Equipment Inventory

2.2.1 The Government will provide the contractor an initial inventory of equipment and components. The contractor will review and validate upon initial site survey. The contractor will update the inventory each time equipment or parts are installed or replaced and provide the updated inventory to the government within five business days of the equipment installation. (Deliverable A001 - Equipment Inventory)

Support Requirements

2.3.1 Maintenance will be performed on the current VTC systems comprised of Department of Defense (DoD) Unified Capabilities (UC) approved equipment.

Recurring Maintenance

2.4.1 Preventative Maintenance

2.4.1.1 The contractor shall create a recommended Preventive Maintenance (PM) schedule for all equipment located in the original or any subsequent inventory thereafter within 45 days of task order or option period award to ensure all aspects of the Teams rooms are fully functional. The PM visits will at a minimum include two annual PMs per room per year. PM visits shall be documented within the Work Log and Metric Report.

Any change to the proposed schedule shall be mutually agreed upon by the contractor and the AFNWC Government Representative. This maintenance includes warranty reviews and any warranty claims needed, equipment testing, operating system updates and any updates to training tutorials required. The preventive maintenance schedule will be reviewed and accepted by the Government. The Government reserves the right to request frequency updates to the schedule prior to final acceptance. All maintenance will be accomplished in line with manufactures specifications and warranty information.

Preventive maintenance reports will be required within the work log requirement.

(Deliverable A003 - Preventive Maintenance Schedule)

2.4.2 Scheduled Maintenance

2.4.2.1 All planned upgrades, changes, or preventive maintenance actions need to be scheduled to ensure there are no availability conflicts. If the scheduled maintenance is going to exceed the requested maintenance window the contractor must inform the Government 15 minutes prior to the scheduled end time. Scheduled maintenance reports will be required within the work log.

2.4.3 Unscheduled Trouble Calls and Outages

2.4.3.1 The contractor must respond to unscheduled service requests and outages within the following timeframes. There are two levels of restoral priorities for issues and outages:

2.4.3.2 Routine: Respond within three (3) business days for service to rooms or functional areas not identified as Mission Critical. Restore service or have a plan and equipment replacement solution identified within five (5) business days.

2.4.3.3 Mission Critical: Respond within one (1) business day for service to rooms or functional areas identified as Mission Critical. Restore service or have a plan and equipment replacement solution identified within three (3) business days. All Mission Critical Rooms will be marked with an asterisk on IDIQ Attachment 1.

2.4.3.4 The contractor shall provide a written unscheduled maintenance and outage repair completion report to include room, restoration priority type, and ticket open and close times per repair. Reports will be required within the work log requirement. (Deliverable A002 – Work Log and Metric Report)

Equipment Procurement

2.5.1 The contractor will utilize a separate reactive equipment CLIN identified for this effort for associated equipment costs to maintain current system configuration.

2.5.2 VTC rooms that process both Classified and Unclassified must contain equipment that is certified NIAP compliant.

2.5.3 The contractor will submit a purchase intent request to the government for replacement parts. The government will review and accept or deny. If the government denies the request the contractor will be notified, and the denial and alternate solutions will be discussed as needed. For equipment approvals the contractor will utilize the associated reactive equipment CLIN and invoice the government accordingly.

2.5.4 The contractor will submit a monthly work log. This log will include date, time of arrival and departure, room(s) and work completed, category of work i.e., maintenance, equipment replaced and any recommendations for the area. (Deliverable A002 – Work Log and Metric Report)

2.5.5 Upon installation or configuration change of new equipment, the contractor shall provide acceptance and familiarization training and instruction to designated personnel at the installation location. Familiarization training shall include initial configuration, setup, operation, and troubleshooting.

Room Modifications

2.6.1 Relocations

2.6.1.1 The AFNWC is a pilot program for the Air Force Material Command (AFMC) Office of the Future initiative. This initiative involves the restructuring of existing space within buildings 20325, 20332 and 20332S which may periodically require a need for a conference, training, or collaboration room to transition to another area within these buildings. The Government anticipates two relocations within this task order.

2.6.1.2 If such a move occurs the contractor will relocate all AV and VTC equipment to the newly designated area. The contractor will properly install all existing equipment and if a deficiency in equipment or components is identified the contractor will follow equipment purchase guidelines outlined in section 3.6 of this PWS.

2.6.2 Additions

2.6.2.1 Through the Office of the Future initiative areas will transition from office space to collaboration spaces. The Government anticipates three room additions per year. When additions occur, the contractor will propose solutions IAW 3.4 of this PWS. Once the Government accepts the proposed solution the contractor will follow equipment purchase guidelines outlined in section 3.6 of this PWS. The contractor will properly install, test, and inventory once all new equipment has arrived.

3.0 OVER AND ABOVE (O&A)

O&A is defined as work discovered during the course of performing maintenance, repair, or overhaul efforts that are within the scope of the contract and necessary in order to satisfactorily complete the contract. The Contractor shall complete O&A requirements In Accordance With (IAW) Defense Federal Acquisition Regulation Supplement (DFARS) 252.217-7028. PGI 217. O&A work is normally determined by the Contracting Officer as additional work within scope of the contract, but not originally listed in the contract as a defined and funded deliverable.

Authorizations for Over and Above Repair

3.1.1 Actions: Only the Contracting Officer (CO) can authorize over and above repair actions. The GPOC will coordinate any repair actions with the SME and the CO in order to obtain the approval to proceed. The Contractor shall submit to the CO all appropriate price justification with O&A requests, which shall include but is not limited to all estimates for each part and service effort. The Contractor shall ensure all repair actions have the documented CO approval, in writing, before initiating any repair or ordering parts. Once the authorization for repair action has been received from the CO, the Contractor shall order any required parts within two (2) business days and notify the GPOC, in writing, of the estimated arrival date of the parts. Upon the receipt of the parts, the Contractor shall perform the repair within five (5) business days. The GPOC will verify the receipt of the parts with the Contractor to ensure the repair is performed in a timely manner. Upon completion of Over and Above work, the Contractor shall demonstrate to the SME that the repairs have been completed.

4.0 DELIVERABLES, GOVERNMENT OVERSIGHT AND SERVICE SUMMARIES

Contract Data Requirements List Deliverables

All deliverables must meet professional standards and comply with the requirements set forth in this PWS. The contractor shall submit the following deliverables:

Table 1 - Deliverables

Deliverable Number Title Frequency

A001 Equipment Inventory Within 45 days of award and five business days of any equipment replacements or new installations

A002 Work Log and Metric Report

Within five business days of any work being completed

A003 Preventive Maintenance Schedule

Within 45 days of award, 30 days of each option year and five business days of any equipment replacements or new installations

A004 Annual Mission Essential Contractor Services Plan (MECSP) Review

Annually, at the beginning of the initial performance period start. Annual reviews will be conducted NLT 20 business days from the start of each option year.

4.1.1.1 Equipment Inventory (A001): The contractor shall review and validate the inventory list provided by the Government within 45 days of award. The contractor will provide recurring equipment inventories to the Government via a format the Government has provided no later than five business days of any equipment replacements or new installations. The contractor will provide as built drawings and line diagrams separated by location. Visio is the accepted format for these drawings. This requirement is compliant with this PWS, section 3.2 para. 3.2.1.

4.1.1.2 Work Log (A002): The contractor will submit a monthly work log. This log will include date, time of arrival and departure, room(s) and work completed, category of work i.e., maintenance, priority of work i.e., routine or mission critical, equipment replaced and any recommendations for the area. This requirement is compliant with this PWS, sections

3.4 and 3.5, para. 3.4.3.4 and 3.5.4.

4.1.1.3 Preventive Maintenance Schedule (A003): The contractor shall create a preventive maintenance schedule for all equipment included in the inventory within 45 days of award as well as a schedule within 30 days of each option year. The contractor will adjust the schedule for all new equipment and removed equipment within 5 business days of the date of installation or removal. PWS, section 3.4 para. 3.4.1.1.

4.1.1.4 Initial and Annual Mission Essential Contractor Services Plan (MECSP) Review (A004): The contractor shall provide a Mission Essential Contractor Services Plan at the start of the initial performance period as well as conduct an annual review of the MECSP. If there are revisions to the MECSP, the contractor will provide the COR and the CO the revised plan no later than 20 business days from the first day of the contract option year. This deliverable is compliant with contract clause DFARS 252.237-7023, Continuation of Essential Contractor Services.

Quality of Deliverables

4.2.1 There shall be no more than one rejection of any deliverable. There shall be no more than one total rejection of deliverable per quarter. The government will reject a deliverable if two or more technical errors or two or more errors are found within the deliverable. A technical error is defined as the format not being in accordance with the deliverable or the content not being accurate and complete in accordance with the deliverable, PWS or contract. A minor error is exemplified by a typographical error, a grammatical error, etc.

The rejected deliverable shall be corrected and resubmitted within five business days of notification of Government rejection.

Receipt of Deliverable

4.3.1 Deliverables shall be submitted directly to the Government POC identified to the contractor. There shall be no more than one late submission(s) of deliverables per contract year.

4.3.2 The Contractor shall notify the Government if the delivery of any data/document will not meet the scheduled delivery date and negotiate a revised delivery date.

4.3.3 The data/document shall be delivered by the revised delivery date acceptable to the Government.

Services Summary

4.4.1 The contract service requirements are summarized in performance objectives that relate directly to the mission. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) provides information on performance objectives and the expected level of contractor performance to be successful. These thresholds are critical to mission success. Procedures as set forth in the contract will be used to remedy all deficiencies. The Government retains the right to inspect any item in the contract.

Service Summary

Performance Requirements

PWS Paragraph Performance Threshold

Method of Surveillance

SS-01 Equipment Inventory

3.2.1 98% accuracy on inventories

Periodic

SS-02 Work Log and Metric Report

3.4.3.4 and 3.5.4

98% of reports submitted within the required submittal timeline with 95% accuracy

Monthly

SS-03 Preventive Maintenance Schedule

3.4.1.1 98% of PMI Schedule submitted within the required submittal timeline

As Required