B08_SOL_Attachment_1_-_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

ORDA Denver Federal Center B67 Meeting and Training Room Audio Visual Communication Equipment Installation

Part 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide services and material goods to facilitate the design and installation of Audio and Visual Communications Equipment in the Office of Restoration and Damage Assessment (ORDA), Restoration Support Unit (RSU) office in Building 67 at the Denver Federal Center. The Government shall not supervise or control 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 all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform ORDA Denver Federal Center (DFC) B67 A/V Communication Equipment Installation as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Department of the Interior’s (DOI) ORDA requires contractor services and material goods to design and install audio visual communications equipment in the RSU office in Building 67 on the Denver Federal Center. DOI is seeking professional project management and design support to facilitate audio visual communication equipment design, acquisition, and installation.

1.3 Objectives: This contract provides DOI ORDA with a range of services and materials to support the A/V design and installation in the RSU office. These services and materials may include but are not limited to, A/V equipment planning and design services, project management, equipment acquisition and installation services, training, and materials disposal.

1.4 Scope: The Contractor shall provide a full range of services necessary to satisfy the RSU’s office A/V communications requirements. The Government is seeking services that the industry normally accords to commercial customers to the maximum extent practicable. Services include Project Management, Design Services, Equipment Acquisition, and Installation.

1.5 Period of Performance: The period of performance shall be for no more than six (6) months.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control plan to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. This plan shall include, but is not limited to, the following: Administrative Methods and Performance Evaluation. This plan shall be included in the contractor’s proposal. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s (CO) acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. The items under this plan include, but are not limited to, Service Delivery, Performance Objectives, and Quality Assurance Reporting.

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

Any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation, or any other kind of administrative leave such as acts of God (i.e., hurricanes, snowstorms, tornadoes, etc.)

Presidential funerals or any other unexpected government closures.

If a holiday falls on a Saturday, the preceding Friday will be treated as a holiday. If a holiday falls on a Sunday, the following Monday will be treated as a holiday.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

It is not anticipated that contractor employees will be required to work on holidays. If an exception arises, and work is required on a Federal Holiday, it will be mutually agreed to in advance by both parties.

1.6.4 Hours of Operation: The installation work inside the RSU office will take place during the business hours of 8:00 AM to 5:00 PM (Mountain Time) Monday through Friday. The RSU office will not be open on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5 Place of Performance: The installation work to be performed under this contract will be performed at the Denver Federal Center Building 67. A map of the Denver Federal Center is provided in Attachment/Technical Exhibit 1.

1.6.6 Type of Contract: The government will award a Fixed Price contract for this requirement.

1.6.7 Security Requirements: Employees and visitors must stop and show identification (e.g., government ID or a valid driver’s license) to enter at all gates of the DFC. Vehicles may be subject to inspection upon entrance. All deliveries during the week must come through Gate 2 at Kipling and Center Ave. Gate hours of operation are from 5:30 a.m. - 6 p.m. Monday – Friday, excluding Federal holidays. After entering the DFC through the gate, the contractor will meet the government representative or Contracting Officer’s Representative (COR) at Building 67 to access the building. Contractor will need USA PIV credentials and/or escort to enter the building.

The security requirements are in accordance with the policies of the DFC which may be found at https://www.gsa.gov/about-us/gsa-regions/region-8-rocky-mountain/buildings-and-facilities/colorado/denver-federal-center along with a map and additional information.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.6.8 Special Qualifications: None

1.6.9 Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO 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.

1.6.10 Contracting Officer’s Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical https://www.gsa.gov/about-us/gsa-regions/region-8-rocky-mountain/buildings-and-facilities/colorado/denver-federal-center https://www.gsa.gov/about-us/gsa-regions/region-8-rocky-mountain/buildings-and-facilities/colorado/denver-federal-center requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: Contract Manager and Alternate Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. This person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract. The contract manager or alternate shall be available between 8:00 AM to 5:00 PM, Monday through Friday, except on Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Contractor Travel: No travel will be necessary as part of this contract.

PART 2

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

2.1 Equipment: No Government furnished equipment is anticipated for this contract.

2.2 Information: The Government will provide a floor plan drawing or other needed information to facilitate planning and design work.

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 2 of this PWS.

3.2 Materials: The Contractor shall provide all supplies and materials, and anything else necessary to meet the requirements under this PWS.

3.3 Equipment: The Contractor shall furnish all equipment necessary to install the A/V communications equipment.

PART 4

SPECIFIC TASKS

4. Specific Tasks:

4.1 Project Management: The contractor shall provide a project manager to work with the Contracting Officer’s Representative (COR), and others within DOI to coordinate the completion of assigned tasks and reporting. The project manager will assign and ensure completion of all contractor assignments.

4.1.1 Kick-Off Meeting: A virtual or hybrid kick-off meeting with the contractor, Contracting Officer (CO), Contracting Officer’s Representative (COR), and others within DOI, will be scheduled within one week of contract award. The purpose of the kick-off meeting is to discuss the project’s objectives and tasks to ensure that desired outputs and outcomes are understood and achieved. At the kick-off meeting, the Contractor shall confirm the approach (technical, staffing, and management) to meet the project requirements.

4.1.2 As-Needed Meetings: The Contractor shall participate in meetings on an as-needed basis. The Contractor is not expected to lead the meetings, but instead will participate in an advisory and support role.

The COR will inform the Contractor no less than 48 hours in advance when Contractor participation is preferred in a meeting. Meetings will typically last up to one hour. The Contractor is not expected to participate in more than five meetings with stakeholders/partners. Contractor participation in virtual meetings will be noted in the meeting notes created by DOI staff and maintained by the COR.

4.2 Design Services: The Contractor shall provide planning and design services to facilitate A/V Communication Equipment Installation in the RSU office in B67 on the Denver Federal Center. The Contractor shall work with the COR and others within DOI to discuss the approach to meet the space and equipment needs.

The Contractor shall submit a detailed Design Proposal outlining the layout and placement of all A/V equipment and installation of wiring, cabling and/or any connections needed, within two weeks of contract award.

The Contractor shall submit a Procurement Plan listing all audiovisual equipment to be procured, including specifications, quantities, within two weeks of approval of the Design Proposal.

The Contractor shall submit a comprehensive Installation Plan along with the Procurement Plan detailing the installation process, including all necessary electrical wiring and network connections. The plan shall include schedule, milestones, and any pre-installation site preparation. The Contractor shall specify a plan for repairing and painting walls, if necessary.

Design Considerations:

1. Design should include options for existing meeting and training space (Technical Exhibit 2, Room 603 A/B) along with communications equipment for an executive in office meeting space (Technical Exhibit 2, Room 610).

2. A/V Communication System installation design, layout, and schematics sufficiently sized for an approximately 620 square foot meeting and training space that can also be divided into two approximately 310 square foot rooms for simultaneous meetings.

3. Accommodate a meeting in the full room with microphone coverage and audio for an audience of maximum 40 people, with video conferencing integration capability.

4. Accommodate simultaneous meetings when the room is divided into two smaller rooms.

5. Each room shall have the independent ability to utilize A/V components, including video conferencing capability.

6. Design should include executive meeting space to include communication equipment installation design, layout, and schematics sufficiently sized for an 160sq ft space. To support audio / visual conferencing for 1-4 people.

7. A/V communication system design should provide for integrated room scheduling for meeting and training space (Exhibit 2, Room 603A/B) and existing huddle room (Exhibit 2, Room 609).

Scheduling software should have compatibility with Microsoft Office 365 Outlook, Microsoft Teams and other standard conferencing software suites.

The RSU office is in B67 Suite 600 on the 6th floor and is approximately 6,000 sq. ft. It combines Teknion floor to ceiling flex wall offices and traditional construction offices, with a large reception/break room area, flexible training room and open collaboration space. Drawings of the Building 67 office layout are provided in Attachment/Technical Exhibit 2.

Design elements should focus on Logitech, or another equal brand. Contractor must be an authorized retailer of Logitech, or of the equivalent brand of equipment being proposed. Please note – any equipment proposed that is not from Logitech must be able to meet all the characteristics of Logitech and must be compatible with existing equipment. To the extent practicable all A/V communication system components should comply with the requirements of the Trade Agreements Act (TAA) as outlined in FAR 52.225-5.

Non-TAA components may be considered when suitable TAA compliant equivalents are not available.

All A/V communication systems should support appliance level connectivity with Microsoft Teams and other standard conferencing software suites. Dedicated PC based systems may be considered but are not preferable.

A/V equipment is required for three workspaces within the RSU Office. These workspaces are Room 603 (Training Room), Room 609 (Huddle Room), and Room 610 (Executive Office). Room 603 Training Room is arranged so that it can be used as one large room or split into two separate rooms, Side A and Side B. Design shall include plans for Room 603 to be used as one large room or split into two smaller rooms. A floorplan of the RSU office with blue stars indicating these workspaces is included as Technical Exhibit 2.

Each space should include, at a minimum, the A/V equipment as outlined below:

1. Room 603 A/B (Training Room)

• Each room should have two large screen size (typically 55-86 inches), high resolution (4K UHD) monitors with high brightness, multiple input options (HDMI, DisplayPort), built-in speakers, touch functionality (optional), and mounting capabilities suitable for a wall-mounted setup; the ideal size will depend on the room size and viewing distance, with larger rooms requiring larger displays to ensure clear visibility for all participants.

• Each space should support whiteboard camera(s) compatible with Microsoft Teams and other standard conferencing software suites and capable of using the existing ghent porcelain whiteboards. Product should have features and capabilities similar to the Logitech Scribe.

• Camera systems should be 4K UHD, support speaker tracking and must be compatible with Microsoft Teams appliances. Similar to Logitech Rally Bar and Rally Plus.

• Design should include appropriate communications equipment to support up 4 wireless presenter microphones (i.e. lavalier style or handheld microphones). System should have capability to be combined when room 603 A/B is in use or split for independent use in Room 603 A and B at the same time.

• White, ceiling mounted microphone system that provides coverage of the full room and two/divided rooms independently. Similar to the Logitech Rally Mic Pod.

• Consideration for mobile presenters microphones if necessary for coverage.

• Speakers, in addition to any integrated camera speakers, as/if needed for complete coverage of the spaces. Similar to the Logitech Rally Speaker.

• Tap pads for control of the system, similar to the Logitech Tap or Tap IP.

• Two room schedulers, similar to the Logitech Tap Scheduler. One for each door.

*preferred but optional

• All equipment necessary to synchronize and control all AV components to seamlessly coordinate presentations and activities for all attendees.

2. Room 609 (Huddle Room)

• Integration into room schedulers selected for Room 603 A/B, similar to the Logitech Tap

Scheduler.

3. Room 610 (Executive Office)

• Space should function as a standalone appliance compatible with Microsoft Teams and other standard conferencing software suites.

• Space should have a single large screen size (typically 42-55 inches), high resolution (4K

UHD) monitors with high brightness, multiple input options (HDMI, DisplayPort), built-in speakers, touch functionality (optional), and mounting capabilities suitable for a wall-mounted setup; the ideal size will depend on the room size and viewing distance, with larger rooms requiring larger displays to ensure clear visibility for all participants.

Monitor should be compatible with existing recessed wall mount and use VESA bolting patterns of 200x200, 300x200, 300x300, 400x200, 400x400, 600x200, 600x400.

• All in one video conferencing camera, speaker and microphone system designed to deliver video and audio for Teams meetings. Functions should be similar to Rally Bar Huddle with Tap IP.

4.3 A/V Equipment Acquisition and Installation:

4.3.1 A/V Equipment Acquisition: Contractor shall acquire equipment specified in section 4.2 within two weeks of approval of the Procurement Plan and Installation Plan. Contractor will inform the COR and others within DOI of any unavailable items or delays in acquisition as soon as possible. Contractor shall work with the COR and others within DOI to determine any appropriate substitutions or adjustments to the acquisition timeline. Any changes will be at no additional cost to the Government.

4.3.2 Delivery and Installation: Contractor shall deliver and install acquired A/V equipment according to the approved design proposal and installation plan. Installation shall take no more than two weeks and shall occur within 60 days of approval of the Procurement Plan and Installation Plan. Services include receiving, inside delivery, unboxing, assembly, installation of equipment, programming, testing and commissioning of all equipment to ensure proper functionality, removal of all debris from premises. Services also include providing installation documents and the bill of materials per approved plan and specifications. Installation will be performed during normal weekday hours, defined as 8:00 am to 5:00 pm local time Monday through Friday, excluding weekends and holidays. Contractor will inform the COR and others within DOI of any delays in installation as soon as possible. Contractor will work with the COR and others within DOI to determine any adjustments to the installation timeline. Any changes will be at no additional cost to the Government. Please see section 1.6.7 of this PWS for a description of building access and security requirements.

4.3.3 Disposal of all Waste: The contractor shall clean up, remove, and dispose of waste materials or rubbish in accordance with this paragraph and all applicable federal, state, and local regulations, standards, codes and laws. Any fees or charges for disposal of materials shall be the responsibility of the contractor.

The contractor shall always keep the job site, including staging and storage areas used by the contractor, free from accumulations of waste material or rubbish. This material shall be removed daily to eliminate the accumulation of debris. Prior to completion of the work, the contractor shall remove from the vicinity of the work all shipping containers, packing, rubbish, unused materials, and other like material, belonging to the contractor or used under the contractor’s discretion. Under no circumstance will eating and drinking be allowed in the designated room where the installation will occur.

4.3.4 Warranty: Contractor shall provide two copies of the equipment warranties. The contractor shall also provide any original equipment manufacturer (OEM) standard commercial warranty applicable to the products being purchased at no additional cost to the Government.

WARRANTY OF WORK: The contractor warrants that work performed under this contract shall conform to the PWS, and the terms and conditions of the contract. The contractor shall be responsible for ensuring manufacturer’s warranty is available on newly installed equipment. Any deficiency identified by the contractor or the Government shall be corrected by the contractor prior to and during installation of equipment. Any deficiency identified within thirty days after completion of installation shall be corrected by the contractor within 10 calendar days.

4.4 Train RSU Staff

The Contractor shall provide manufacturers’ instruction manuals and conduct a training session for RSU staff for use and operation of all installed A/V equipment. This is anticipated to be a one-time training within one week after Government Inspection (section 4.6).

4.5 Protection of Building Property: The Contractor shall be responsible for any damage to the building which occurs during delivery and installation. It is incumbent upon the contractor to identify any existing damage to the building by means of a Pre-Installation and Delivery Walk-Thru with the COR. Proper measures (protective runners, pads, etc.) shall be utilized by the contractor to protect the building (walls, floors, etc.). All damages to such property and furnishings shall be repaired or replaced as recommended by the COR and approved by the CO at no additional cost to the government.

The contractor shall provide all material to protect all floors, carpeted areas, walls, carpeting, marble, etc., from damage and soil during the installation and shall cover the floors with protective materials (i.e., Masonite, plywood, or similar durable covering) as needed. The protective materials shall not be bolted, glued, or stapled to floors, carpeted areas, walls, ceilings, or doors but instead shall either be free-standing or braced so as not to cause any damage. If Masonite is taped to floors, the contractor is responsible for cleaning the marks left by the tape or other material that might adhere to the floor. Any damage caused by the contractor shall be the responsibility of the contractor to repair or replace. The contractor shall establish and maintain this protection and maintain it throughout the full term of the contract.

4.6 Government Inspection: The COR will inspect equipment installation and confirm that the equipment is in working order. The Contractor shall replace non-functioning equipment and address any wiring/connection or other installation issues. The Contractor shall notify the COR and CO of any deficiencies that require corrective action. The contractor shall correct any deficiencies within 10 calendar days of notification of the deficiency, at no additional cost to the government.

All work performed will be inspected by the COR and accepted on the date when all equipment has been installed. Upon completion of Equipment Installation, the Contractor shall:

• Protect all warranties by immediately correcting all omissions, mistakes, or damage.

• Review the installation of the site with the COR and prepare a punch list of any problems that shall be corrected.

• Ensure installation conforms to the requirements of the Uniform Federal Accessibilities Standards.

• Correct all minor deficiencies and make all minor adjustments as required for life safety within seventy-two (72) hours after completing the installation.

• Replace all damaged or missing products by means that shall eliminate or minimize installation delay.

• Assume replacement costs, including communications, shipping, and installation.

PART 5

ATTACHMENT/TECHNICAL EXHIBIT LISTING

5. ATTACHMENT/TECHNICAL EXHIBIT LIST:

5.1 PWS Attachment 1/Technical Exhibit 1 – Map of Denver Federal Center showing Building 67 (red circle)

5.2 PWS Attachment 2/Technical Exhibit 2 – Floorplan of RSU Office in Building 67

5.3 PWS Attachment 3/Technical Exhibit 3 - Performance Requirements Summary

5.4 PWS Attachment 4/Technical Exhibit 4 - Deliverables Schedule

TECHNICAL EXHIBIT 1

Map of the Denver Federal Center showing Building 67 (red circle).

TECHNICAL EXHIBIT 2

Floorplan of RSU Office in Building 67 (blue stars indicate rooms requiring A/V equipment)

TECHNICAL EXHIBIT 3

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1

The contractor shall provide a project manager to work with the Contracting Officer (CO), Contracting Officer’s Representative (COR), and others within DOI to coordinate the completion of assigned tasks and reporting.

(PWS section 4.1)

The contractor provided required deliverables in accordance with agreed upon schedule.

The contractor promotes positive customer service in delivering services.

Zero deviations from agreed upon delivery.

No more than 1 validated complaint.

100 percent inspection

Validated customer complaint

PRS #2

The Contractor shall provide design services including:

• Design Plan

• Procurement Plan

• Installation Plan.

(PWS section 4.2) upon schedule.

The contractor promotes positive customer service in delivering services.

Zero deviations from agreed upon delivery.

No more than 1 validated complaint.

100 percent inspection

Validated customer complaint

PRS # 3

The Contractor shall acquire and install all A/V equipment.

(PWS section 4.3) upon schedule.

The contractor promotes positive customer service in delivering services.

Zero deviations from agreed upon delivery.

No more than 1 validated complaint.

100 percent inspection

Validated customer complaint

PRS # 4

The Contractor shall train RSU staff in how to use the A/V equipment.

(PWS section 4.4)

The contractor provided required deliverables in accordance with agreed upon schedule.

The contractor promotes positive customer service in delivering services.

Zero deviations from agreed upon delivery.

No more than 1 validated complaint.

100 percent inspection

Validated customer complaint

TECHNICAL EXHIBIT 4

Deliverables Schedule

Deliverable Frequency Medium/Format Submit To Kick-Off Meeting and minutes

(PWS 4.1.1)

Once. To be scheduled within one week of date of contract award.

Electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.

Virtual and/or in-person meetings with stakeholders

(PWS 4.1.2)

As-needed, not to exceed five meetings

Virtual or Hybrid Attendance

N/A

Design Services:

Design Plan outlining layout and placement of all A/V equipment and installation of wiring, cabling, and connections.

(PWS 4.2)

Within two weeks of contract award.

Electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.

Design Services:

Procurement Plan listing all A/V equipment to be procured, including specifications and quantities.

approved Design Plan.

Electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.

Design Services:

Installation Plan detailing the installation process, including all necessary electrical wiring and network connections.

approved Design Plan.

Electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.

Acquire all necessary A/V equipment as approved.

(PWS 4.3)

Acquisition within two weeks of approved Procurement Plan and Installation Plan.

N/A

Install A/V Equipment – Complete installation and programming of all AV equipment as approved in the design proposal and installation plan.

(PWS 4.3)

Installation within 60 days of approved Procurement Plan and Installation Plan.

Installation should take no more than 2 weeks.

In person installation

N/A

Manufacturers’ equipment warranty.

(PWS 4.3)

Electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.

Testing and Commissioning – Thorough testing of all installed equipment to ensure functionality.

(PWS 4.3)

In person N/A

Staff Training – Provide instruction manuals and conduct one training session for RSU staff for use and operation of all installed A/V equipment.

(PWS 4.4)

One training session within one week following Government Inspection.

In person and electronic delivery in approved/agreed upon format.

CO and COR, with copies to other RSU staff as identified.