Solicitation.pdf

BBG50-R-13-0004

Part I - The Schedule

SECTION B

SUPPLIES OR SERVICES AND PRICES

AWARD INFORMATION

The Government intends to award one or more Indefinite Delivery Indefinite Quantity (IDIQ) contracts to obtain engineering services and related equipment that include: (i) performing on-site Preventive

Maintenance (PM) on currently installed television receive only (TVRO) systems at designated sites at approximately yearly intervals; (ii) performing Corrective Maintenance (CM) on TVRO installations as requested by the BBG authorized Contracting Officer’s Representative (COR) including either on-site visits or via electronic communications with on-site technical staff; (iii) purchasing and providing TVRO equipment and (iv) other related services in one or more of the five regions of the world set forth in

Section B.1 below. Offerors may bid on all regions, one region, or several regions. The Government reserves the right to select any region from any Offeror’s proposal without accepting other regions offered in the Offeror’s proposal. There will be one Offeror selected for each region.

PRICE SCHEDULE

The Contractor shall provide Preventive Maintenance (PM) and Corrective Maintenance (CM) services and materials for the Broadcast Board of Governors (BBG) TVRO (Television Receive Only) Terminal

Systems as described in Section C in the regions set forth below. Travel expenses for Contractor personnel shall be reimbursed in accordance with the applicable Government regulations and Section G.4 below. Specifically, the Contractor shall perform:

(a) Preventive (Scheduled) Maintenance (PM) on a firm-fixed-price basis, including the costs of all travel and materials. All PM is a firm-fixed-price on a per site basis.

(b) Corrective Maintenance (CM) on a time-and-material basis using the hourly rates set forth in Section

B below up to the ceiling price set forth in each individual Task Order. NOTE: All unit prices shall exclude the cost of travel, renting cranes, and any associated CM materials for performance of CM. The cost of travel, renting cranes and any CM materials will be awarded on the task order level. For source selection purposes, BBG will not evaluate the cost of travel, renting equipment any associated CM materials.

CONTRACT MINIMUM AND MAXIMUM VALUE

The guaranteed minimum value for each contract awarded is $1,000 per region per year. The maximum value for each contract awarded is $300,000 per year per region.

B.1 BASE YEAR

B.1.1 Western Hemisphere Region (WHA)

B.1.1.1 WHA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.1.1.2 WHA Corrective Maintenance Hourly Rate: $_______________________

B.1.2 Africa Region (AF)

B.1.2.1 AF Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.1.2.1 AF Corrective Maintenance Hourly Rate: $_______________________

B.1.3 Europe Region (EUR)

B.1.3.1 EUR Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.1.3.2 EUR Corrective Maintenance Hourly Rate: $_______________________

B.1.4 Near East and South Asia Regions (NE & SA)

B.1.4.1 NE & SA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.1.4.2 NE & SA Corrective Maintenance Hourly Rate: $_______________________

B.1.5 East Asia and Pacific Regions (EA& PAC)

B.1.5.1 EA & PAC Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.1.5.2 EA & PAC Corrective Maintenance Hourly Rate: $_______________________

B.2 OPTION YEAR ONE

B.2.1 Western Hemisphere Region (WHA)

B.2.1.1 WHA Preventive Maintenance Firm-Fixed-Price (per site) $______________________

B.2.1.2 WHA Corrective Maintenance Hourly Rate: $_______________________

B.2.2 Africa Region (AF)

B.2.2.1 AF Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.2.2.1 AF Corrective Maintenance Hourly Rate: $_______________________

B.2.3 Europe Region (EUR)

B.2.3.1 EUR Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.2.3.2 EUR Corrective Maintenance Hourly Rate: $_______________________

B.2.4 Near East and South Asia Regions (NE & SA)

B.2.4.1 NE & SA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.2.4.2 NE & SA Corrective Maintenance Hourly Rate: $_______________________

B.2.5 East Asia and Pacific Regions (EA& PAC)

B.2.5.1 EA & PAC Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.2.5.2 EA & PAC Corrective Maintenance Hourly Rate: $_______________________

B.3 OPTION YEAR TWO

B.3.1 Western Hemisphere Region (WHA)

B.3.1.1 WHA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.3.1.2 WHA Corrective Maintenance Hourly Rate: $_______________________

B.3.2 Africa Region (AF)

B.3.2.1 AF Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.3.2.1 AF Corrective Maintenance Hourly Rate: $_______________________

B.3.3 Europe Region (EUR)

B.3.3.1 EUR Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.3.3.2 EUR Corrective Maintenance Hourly Rate: $_______________________

B.3.4 Near East and South Asia Regions (NE & SA)

B.3.4.1 NE & SA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.3.4.2 NE & SA Corrective Maintenance Hourly Rate: $_______________________

B.3.5 East Asia and Pacific Regions (EA& PAC)

B.3.5.1 EA & PAC Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.3.5.2 EA & PAC Corrective Maintenance Hourly Rate: $_______________________

B.4 OPTION YEAR THREE

B.4.1 Western Hemisphere Region (WHA)

B.4.1.1 WHA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.4.1.2 WHA Corrective Maintenance Hourly Rate: $_______________________

B.4.2 Africa Region (AF)

B.4.2.1 AF Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.4.2.1 AF Corrective Maintenance Hourly Rate: $_______________________

B.4.3 Europe Region (EUR)

B.4.3.1 EUR Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.4.3.2 EUR Corrective Maintenance Hourly Rate: $_______________________

B.4.4 Near East and South Asia Regions (NE & SA)

B.4.4.1 NE & SA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.4.4.2 NE & SA Corrective Maintenance Hourly Rate: $_______________________

B.4.5 East Asia and Pacific Regions (EA& PAC)

B.4.5.1 EA & PAC Preventive Maintenance Firm-Fixed-Price (per site) $______________________

B.4.5.2 EA & PAC Corrective Maintenance Hourly Rate: $_______________________

B.5 OPTION YEAR FOUR

B.5.1 Western Hemisphere Region (WHA)

B.5.1.1 WHA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.5.1.2 WHA Corrective Maintenance Hourly Rate: $_______________________

B.5.2 Africa Region (AF)

B.5.2.1 AF Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.5.2.1 AF Corrective Maintenance Hourly Rate: $_______________________

B.5.3 Europe Region (EUR)

B.5.3.1 EUR Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.5.3.2 EUR Corrective Maintenance Hourly Rate: $_______________________

B.5.4 Near East and South Asia Regions (NE & SA)

B.5.4.1 NE & SA Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.5.4.2 NE & SA Corrective Maintenance Hourly Rate: $_______________________

B.5.5 East Asia and Pacific Regions (EA& PAC)

B.5.5.1 EA & PAC Preventive Maintenance Firm-Fixed-Price (per site) $_______________________

B.5.5.2 EA & PAC Corrective Maintenance Hourly Rate: $_______________________

(End of Section B)

SECTION C

DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 BACKGROUND

C.1.1

The Broadcast Board of Governors (BBG) is a United States Government agency with more than 500 satellite Television Receive Only (TVRO) stations installed at the U.S. Embassies, Consulates (hereafter

DOS Posts), Affiliates and other Missions of the United States Government around the world. The BBG satellite dish network is called Global Satellite Delivery Network (GSDN). For current country locations refer to Section C.2.2 below. Please note that the list of current country locations is subject to change and as a result certain country locations could be added or removed from the list in C.2.2. where BBG may require TVRO station PM or CM.

C.1.2

The mission of the GSDN is to provide distribution of the BBG’s radio and television programs to various

Department of State (DOS) facilities known as Public Affairs Sections of the DOS, US Embassies and

DOS Post ,US Missions to International Organizations and the BBG Affiliates around the world. Program material carried on the GSDN is primarily American Embassy Television Network, Voice of America

(VOA) TV, VOA radio, Radio Free Europe / Radio Liberty (RFE/RL) and Radio Free Asia (RFA) broadcasts. The BBG leases satellite transponder capacity for GSDN on various commercial satellites providing worldwide coverage.

C.1.3

The BBG Technology Service and Innovation (TSI) office is responsible for managing maintenance and repair of all deployed TVRO systems in the GSDN. The TSI is also responsible for the following:

1. Receiving TVRO equipment needing repair from the Posts;

2. Forwarding TVRO equipment needing repair to the BBG or to the BBG designated repair facility;

3. Storing small stocks of TVRO spares/supplies;

4. Shipping TVRO spares/supplies;

5. Notifying the TVRO sites of impending Contractor visits and requesting country clearance from

Posts via the United States Government cable system; and

6. Investigating reports of reception problems from the various TVRO stations in the GSDN.

C.1.4

The purpose of this Request for Proposals is to solicit proposals to obtain engineering services and related equipment that includes: (i) performing on-site PM on currently installed TVRO systems at

(approximately) yearly intervals; (ii) performing CM on TVRO installations as requested by the BBG

Authorized Representative of the Contracting Officer (COR) either on-site or via electronic communications with on-site technical staff; (iii) purchasing and providing TVRO equipment; and (iv) other related services in one or more of the five (5) regions of the world set forth in Section C.2.2. All

TVRO equipment that will be maintained under this contract will be antennas ranging in size from 1.2 meter parabolic used in Europe and the Mid-East for Ku-Band reception, to 4.5 Meter parabolic used in the Indian Ocean regions for C-Band reception. All antennas will be feeding Cisco (formally Scientific

Atlanta) digital receivers.

C.1.5 Background Investigations/Security Clearances

The Contractor will nominate an employee to carry out the work in each of the five (5) regions (Western

Hemisphere Region (WHA), Africa Region (AF), Europe Region (EUR), Near East and South Asia

Regions (NE & SA) and East Asia and Pacific Regions (EA & PAC).

The nominated employee shall have or previously possessed a security clearance issued by or conducted by an Agency or Department within the United States Government within the past two (2) years or can be successfully investigated for security clearance by the BBG Office of Security. A current SF86 must accompany clearances that have been inactive for more than two (2) years..

In order for the BBG Office of Security to carry out the required background investigations, the employee nominated by the Contractor must be a Citizen of the United States of America.

Upon receipt of the name of the nominated employee from the Contractor, the COR will forward the appropriate security form/s to the Contractor for completion by the employee. The form Standard Form 86

(SF86), Questionnaire for National Security Positions, Revised July 2008, must be completed in full, signed and returned to the COR within seven (7) calendar days of receipt from the COR. The background investigation may take up to seventy-four (74) days to complete and no Task Orders can be issued prior to clearances being granted by BBG Security. BBG Security will not clear contractors with security or fitness-related issues contained on the SF86, such as, but not limited to criminal activity, substance abuse, and/or delinquent financial obligations.

Costs incurred for the initial background investigation carried out by the BBG Office of Security will be covered by the BBG. The Contractor will be responsible for all costs associated with any additional background investigations. In the event, the Contractor is unable to pass a BBG security background investigation, the contract will be terminated for default.

C.2 MAINTENANCE METHODOLOGY

C.2.1 YEARLY PLANNING AND COMMUNICATION

(a) For each of the five (5) regions of the world set forth herein, the BBG has a need for s a Contractor to perform PM approximately once yearly at each designated DOS Post in that region. The PM may be performed by TSI staff, by a Contractor or by some other means. The particular breakdown of PM work and the designated organization assigned to work items will be defined at the beginning of each calendar year by the BBG. For PM tasks assigned to the Contractor, the BBG intends to issue a Task Order spanning the entire performance year as close as possible to the beginning of each performance year to provide for (i) services and materials for a yearly PM visitation plan for all DOS Posts, (ii) a level of effort for the Contractor to conduct remote communications with the agency, DOS Post, and Affiliate personnel for the specific maintenance purposes as required by the COR and (iii) potential COR defined

CM visits to specific agency sites, DOS Posts, and Affiliates which may be in need of repair and cannot be returned to service via remote communications.

(b)The number of PM visits to each region to be performed by a Contractor will be defined by the COR, who has the responsibility to prepare the Government’s requirements for each Task Order to be signed by the Contracting Officer. If so tasked, the Contractor shall: (i) evaluate the DOS Posts in each respective contract region; (ii) develop a regional, logistically, efficient site visit schedule that minimizes travel expenses while accounting for potential multiple DOS Post visits.

(c) During the performance year, various DOS Posts or Affiliates may encounter problems with the

TVRO equipment that the DOS Post and/or Affiliate staff is unable to resolve. In these instances, the

Contractor shall assist the site staff via telephone, email and other remote exchanges. If these efforts are insufficient to rectify the problems, the Contractor shall, with the BBG’s concurrence and upon issuance of a Task Order, make a trip to the site to determine the cause of the problem and to repair and/or replace the failed item of equipment, if appropriate, or to otherwise return the TVRO to a condition of satisfactory performance. Such visits also must be preceded by the issuance of the necessary Country Clearance by the DOS Post.

(d) The planned site visit schedule must include obtaining country visas, where required, and obtaining the agreement of the DOS Post in the target country in the form of a “Country Clearance” which explicitly grants permission for the Contractor’s representative to enter the country for the PM activities.

The BBG will, if requested in writing by the Contractor, prepare the necessary cable requests to obtain these “Country Clearances”.

(e) Whether for PM or CM, any site visit may be cancelled due to events in the region which make the planned trip unsafe, unnecessary, or inconsistent with other DOS Post activities. In these instances, the

Contractor shall notify the COR, co-ordinate with the BBG, and develop alternate visit schedules (See

Section C.3.1.7)

C.2.2 MAINTENANCE REGIONS:

The PM and CM shall be performed for TVRO equipment in place at affiliated broadcast stations and at

DOS Posts and missions in the Western Hemisphere (WHA) region, the African (AF) region, the

European (EUR) region, the Near East, Middle East and South Asian (NEA & SA) regions and in the East

Asian/Pacific (EAP) region. The countries comprised in each region are listed below:

WHA REGION

COUNTRY

ARGENTINA

BOLIVIA

BRAZIL

CANADA

CARIBBEAN

CHILE

COLOMBIA

CONTINENTAL UNITED STATES

COSTA RICA

DOMINICAN REPUBLIC

ECUADOR

EL SALVADOR

GUATEMALA

HAITI

HONDURAS

MEXICO

NICARAGUA

PANAMA

PARAGUAY

PERU

SURINAM

URUGUAY

VENEZUELA

AFRICA REGION

ANGOLA

BENIN

BOTSWANA

BURKINO FASO

BURUNDI

CAMEROON

CAPE VERDE

CENT. AFRICAN REP.

CHAD

COTE D’IVIOIRE

DJIBUTI

EQUATORIAL GUINEA

ERITREA

ETHIOPIA

GABON

GAMBIA

GHANA

GUINEA

KENYA

LESOTHO

LIBERIA

LIBYA

MADAGASCAR

MALI

MALAWI

MAURITANIA

MAURITIUS

MOZAMBIQUE

NAMIBIA

NIGER

NIGERIA

REP.OF CONGO

RWANDA

SENEGAL

SEYCHELLES

SIERRA LEON

SOUTH AFRICA

SOUTH SUDAN

SUDAN

SWAZILAND

TANZANIA

TOGO

UGANDA

ZAMBIA

ZIMBABWE

EUROPEAN REGION

ALBANIA

ARMENIA

AUSTRIA

AZERBAIJAN

BELARUS

BELGIUM

BOSNIA

BULGARIA

CROATIA

CYPRUS

CZECH REP.

DENMARK

ESTONIA

FINLAND

FRANCE

GERMANY

GREECE

HUNGARY

ICELAND

IRELAND

ITALY

KAZAKHSTAN

KOSOVO

KYRGYSTAN

LATVIA

LITHUANIA

LUXEMBURG

MACEDONIA

MALTA

MOLDOVA

NETHERLANDS

NORWAY

POLAND

PORTUGAL

ROMANIA

RUSSIA

SERBIA

SLOVENIA

SLOVAK REP.

SPAIN

SWEDEN

SWITZERLAND

TAJIKISTAN

TURKEY

TURKMENISTAN

UNITED KINGDOM

UKRAINE

UZBEKISTAN

NEAR EAST/SOUTH ASIA REGION

AFGHANISTAN

ALGERIA

BAHRAIN

BANGLADESH

EGYPT

INDIA

IRAQ

ISRAEL

JORDAN

KUWAIT

LEBANON

MOROCCO

NEPAL

OMAN

PAKISTAN

QATAR

SAUDI ARABIA

SRI LANKA

SYRIA

TUNISIA

UAE

YEMEN

EAST ASIA/PACIFIC REGION

AUSTRALIA

BRUNEI

BURMA

CHINA

FIJI

INDONESIA

JAPAN

LAOS

MALAYSIA

MICRONESIA

MONGOLIA

NEW ZEALAND

PHILIPPINES

SINGAPORE

SOUTH KOREA

SURINAM

TAIWAN

THAILAND

VIETNAM

C.2.3 MAINTENANCE CATEGORIES

C.2.3.1 Preventive Maintenance

The Contractor shall provide PM services and materials for installed TVRO systems and ancillary equipment in order to maintain performance parameters consistent with the Contract. Each PM trip shall be requested and approved by the BBG COR.

C.2.3.2 Corrective Maintenance

The Contractor shall be on call to provide CM site visit service of the installed TVRO systems and ancillary equipment in order to return non-functional equipment to an operational state. This shall only be executed on a case-by-case basis i.e. when it is requested and approved by the COR and the Contracting

Officer issues a Task Order issued specifying the site visit requirement, and after initial communication between the site and the Contractor per Section C.2.1. At the end of each CM site visit, the Contractor shall demonstrate to the DOS Post that the TVRO performs better than it did upon his arrival at the site.

This shall be indicated by an improvement in the satellite receiver signal level or the uncorrected error count over time.

C.2.3.3 Maintenance Task Performance

The Contractor tasks shall be conducted as specified Section C.3.2. System inspections, adjustments, replacements and measurements shall be as described in the Contract and by individual Task Order. The

Maintenance Report form shall be used in preparing the documentation of the site visit. The satellite network for various regions is subject to changes from time to time and may require changes to the satellite receiver software configuration. The Contractor shall consult with the COR regarding the correct satellite, signal, and program content to be used at each Affiliate and/or DOS Post.

C.2.4 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

C.2.4.1

Site information or a site survey may be provided to the Contractor upon awarding a Task Order to perform PM or CM at a particular TVRO location. Site information may consist of prior PM and/or CM reports and may be transmitted to the Contractor either by hard copy or electronically. Any use of

Government Furnished Information given shall only be used for performance under this contract.

C.2.4.2

Since the BBG will store and provide shipping for TVRO spares /supplies, the particular items needed for a given Task Order, as defined by the Contractor, will be delivered by the BBG to the TVRO site or to a

DOS Post in the host country. Per item iii in Section C.1.4, “purchasing TVRO equipment”, any equipment purchased by the Contractor for use under this contract during a PM/CM visit will be stored at the BBG warehouse and shipped by the BBG to the designated TVRO site.” On receipt of a PM or CM

Task Order, the Contractor shall notify the COR of the spare equipment and/or supplies that are expected to be used in the execution of the Task Order. The DOS Post staff in the host country will make the equipment/supplies available to the Contractor upon his arrival at the job site.

C.2.4.3

There may be some instances where maintenance materials may have to be purchased or rented by the

Contractor to complete the task. Such costs will be reimbursable, under the terms set forth at FAR 52.232-

7 (b), if pre-approved by the COR or Contracting Officer and are otherwise allowable per FAR Part 31.

C.2.4.4

The BBG will assume full responsibility for obtaining and furnishing to the Contractor all approvals and inspections associated with the TVRO PM and CM tasks. However, it shall be the sole responsibility of the Contractor to notify the BBG in a timely manner of such requirements.

C.2.4.5

For proposal submission purposes, the Contractor shall assume that the following sizes of antennas will be in the GSDN population:

1.2 Meter (Ku Band)

1.8 “ “

2.4 “ “

3.4 “ “

2.4 “ (C-Band)

3.4 “ “

4.5 “ “

4.8 “ “

7.5 “ “

The antenna manufacturers will include but not be limited to: Prodelin, Channel Master, ADM, Andrew, DH, Paraclipse, Eagle, Comtech. These antennas will be Azimuth/Elevation (Az/El) – Ground Mounts, Pedestal Mounts or Non-penetrating Roof Mounts (NPRM). For proposal submission purposes, the

Contractor shall assume all tasks will be performed in non-hazardous parts of the world as defined by the

United States DOS. If the Contractor is asked to go to a hazardous area for TVRO work, cost adjustments will be made per US DOS regulations.

C.3 SCOPE OF WORK

C.3.1 GENERAL REQUIREMENTS

C.3.1.1

The oversight responsibility for GSDN TVRO PM and CM tasks is with the COR. The COR will be the

Contractor’s primary point of contact concerning maintenance matters. The COR may assign BBG’s project manager or managers to coordinate maintenance work with the Contractor.

C.3.1.2

Pursuant to the requirements of each PM Task Order issued, the Contractor shall be responsible for the provision of all associated travel, labor, accommodation, local transportation, visas and health requirements and maintenance material. In certain instances, the Contracting Officer may direct the

Contractor to purchase TVRO equipment to be installed at BBG’s GSDN. If such direction is given to the

Contractor by the Contracting Officer, the Contractor’s allowable costs per Part 31 of the FAR will be reimbursed by BBG.

C.3.1.3

Some of the job sites may require a rental crane and operator to test and/or replace antenna components.

Incurrence of these costs must be pre-approved by the Contracting Officer. If pre-approved by the

Contracting Officer, the costs associated with the rental crane for CM will be reimbursed to the

Contractor under the terms set forth at FAR 52.232-7 (b). If pre-approved by the Contracting Officer, the

Contractor’s allowable costs per Part 31 of the FAR will be reimbursed by BBG.

C.3.1.4

Any tools or instruments required for testing or replacing TVRO components shall be provided by the

Contractor.

C.3.1.5

A PM schedule will be coordinated by the Contractor and BBG. The BBG has final scheduling authority for each Task Order. The Contractor shall not start work on any TVRO without prior approval from the

COR and receipt of a Task Order from the Contracting Officer.

C.3.1.6

The Contractor shall ensure that its maintenance staff members are fully trained and have at least five (5) years maintenance experience in the types of TVROs listed in Section C.2.4.5.

C.3.1.7

After receipt of a Task Order, the Contractor’s travel itinerary shall be submitted in writing to the COR for approval prior to travel to the PM or CM site and shall be in accordance with Section F.2 entitled

“TVROs Maintenance Schedule”. Resolution of schedule conflicts shall be coordinated through the COR.

Please note that the Contractor is required to comply with all applicable Federal Travel Regulations at all times and in all regions.

C.3.2 CONTRACTOR TASKS

C.3.2.1 TVRO Preventive Maintenance

(a) Once each year, the BBG will schedule all PM visits to selected DOS Posts in a particular contracted region. At each site, the Contractor shall check out the entire TVRO earth station system (hereinafter

System) to make sure it is operating properly and shall install upgrades of equipment and/or software, as required. The Contractor shall replace any Low Noise Blockdowns converters (LNB), that are found to be defective or unstable. The Contractor shall inspect all Radio Frequency (RF) connectors and replace any that are found to be defective, loose or incorrectly crimped. The Contractor shall replace any antenna feed horns that are found to be defective. The Contractor should carry, at least 3 spare (new) LNB’s, RG11 F-

Type connectors, RG6 F-Type connectors, compatible crimp tools, 2 spare (new) feed horns (model numbers), will be provided to the Contractor by BBG prior to commencement of the PM trip.) The

Contractor shall take measurements and spectrum analyzer plots of the TVRO system’s performance prior to commencement of the PM and on completion of the PM. The spectrum analyzer plots are too be attached to the Maintenance Report. All data is to be logged into a standard Maintenance Report form that has been included in Section J. The Maintenance Report form should be signed by (i) an authorized

DOS Post official; and (ii) the Contractor representative who performed the work. The completed

Maintenance Report Package (consisting of all documents noted in C.3.3 SYSTEM

DOCUMENTATION Items 1-9) shall be delivered to the COR with the invoice for that maintenance work. If the System’s performance falls below the minimum performance level, the Contractor shall take appropriate action to correct it, as set forth in the terms of the contract.

(b) The BBG may be required by specific geopolitical or other circumstances to temporarily postpone the

Contractor’s scheduled visit to any facility, or the BBG may terminate the work (partially or completely) in the task order for any reason during the period of performance of this contract. The disposition of any task order with postponed visits or terminated work will be administered under the terms of the contract.

(c) The Contractor shall manually inspect the antenna feed and the Low-Noise Block Down converter

(LNB). The Contractor is responsible for providing ladders, access equipment, and any other equipment necessary to perform the above-mentioned manual inspection. Some of the TVROs are on buildings twenty to thirty stories high and will require safety harness and/or other safety equipment to be provided by the Contractor. The Contractor is responsible for complying with any and all insurance requirements set forth in this contract.

C.3.2.1.1 SYSTEM INSPECTION

The Contractor shall inspect, maintain, and calibrate the TVRO system, and maintain equipment service records for each piece of TVRO equipment and spares listed in Section C.5.

The following contains a list of inspections that the Contractor shall perform during a PM visit:

___ Check the antenna’s alignment for peak gain on the satellite(s) used by the BBG;

___ Check for feed polarization adjustment;

___ Instruct the DOS Post staff on how to clean the antenna’s reflector surface and on other equipment operational issues;

___ Lubricate the drive chain, drive and idle gears, reduction gear box and elevation adjust rod, (if applicable);

___ Check the antenna’s motor drive operation for smooth operation;

___Check the antenna’s limit switch(s) for proper operation;

___Check for satellite blockage due to trees and and/or new construction;

___ Check the antenna’s reflector for signs of damage or warp;

___ Inspect the feed for insect hives or bird’s nests and for damage to the Kapton window. Also inspect for condensation or other water damage;

___Inspect the Interfacility Link (IFL) cable run from the control room to the antenna for water ingress or damage;

___Torque-down all antenna’s mounting bolts;

___Check to see if the antenna and control room equipment is properly grounded;

___ Inspect for signs of corrosion build-up and give instruction to DOS Post on proper maintenance;

___ Make certain that all outside signal connections are sealed and water tight;

___ Check the Cisco/Scientific Atlanta (SA) receiver’s parameters and download the latest version if necessary;

___ Measure the voltages and currents for the Low Noise Block Down converter (LNB) and amplifier power circuits;

___ Log all TVRO-related equipment make and model descriptors. Include Tracking Identification (TID) numbers for the Cisco receivers;

___ Log the Bit Error Rate (BER), Signal level (SIG), Automatic Frequency Control feature (AFC) and readings of the Cisco receivers;

___ Log Post personnel’s contact information (DOS POST Official and TVRO Foreign Service National

SN, Telephone, FAX, Email);

___ Fill-out PM Maintenance Report form and leave a copy for the DOS Post staff. Such PM

Maintenance Report form will be provided by the BBG upon request by the Contractor. and

___ Make recommendations for corrective work to be done by site operations staff.

C.3.2.2 CORRECTIVE MAINTENANCE (CM)

Per Sections C.2.1 and C.2.3, the Contractor shall initiate CM services by contacting the TVRO site representative within 24 hours after notification by the COR and attempt to troubleshoot the defective system, including instruction on component replacement, and solve the problem by telephone. Based on these communications, the Contractor and the BBG will discuss whether a CM site visit is necessary and the COR will make the final determination.

If it is determined by BBG during the initial telephone contact with the Contractor that the problem cannot be resolved remotely, the COR shall be advised and determine the need for a site visit, and if required, approve a CM site visit and initiate the issuance of a Task Order.

C.3.3 SYSTEM DOCUMENTATION

For each site visited for PM or CM, and as a data deliverable for each PM and CM task order, the

Contractor shall prepare and deliver to the COR the following :

1. A report of the visit highlighting status or problems and including recommendations for follow-up work by the DOS Post staff;

2. A list of all equipment that is connected to the TVRO;

3. A block diagram showing how the equipment is interconnected;

4. Checklist (Ref. Section C.3.2.1.1) signed by the DOS Post Public Affairs Section (PAS) staff member

5. Maintenance Report form completed and signed by both the Contractor and the DOS Post PAS staff member;

6. Five (5) different color photographs of the system as installed as specified in the Task Order.

These should detail the rear elevation of the antenna structure and king post, the front elevation of the antenna panels and king post, a close up photograph of the antenna feed horn and LNB/s, front elevation of the equipment rack and rear elevation of the equipment rack. If the antenna is in a deteriorating state, i.e. rust and corrosion, damage to the feed horn window and damage to the antenna panel’s additional photographs should be submitted focusing on the particular areas of damage and concern. All photographs should be inserted into the Preventative or Corrective

Maintenance site visit report. (Contractor shall provide photography equipment);

7. A detailed set of system drawings if there are any deviations made to the original TVRO site configuration;

8. Equipment Maintenance Record, as required (See Section C.5.1.2); and

9. Spectrum Analyzer Plots.

The BBG’s Technology Service and Innovation office requires one (1) set of reports (consisting of items

1-9 of C.3.3 SYSTEM DOCUMENTATION) for each site visited and shall be submitted to the COR.

These reports shall be submitted on completion of each PM or CM site visit. The Contractor shall submit the reports in PDF format electronically via email.

C.4 SYSTEM DESCRIPTION

C.4.1 SATELLITE TVRO SYSTEM

The basic system for PM and CM service consists of the following:

1. Antenna (TVRO, sizes from 1.2 meter to 7.5 meters).

2. Antenna support structure.

3. Radio Frequency (RF) receive–only feed.

4. Polarity feed control unit (where deployed).

5. Low Noise Block down-converters (LNBs).

6. Programmable antenna controller and drive motor (where deployed).

7. Satellite receivers.

8. Un-interruptable Power supplies (where deployed).

9. RF line amplifiers (where deployed).

10. Cabling and connectors.

11. RF signal line splitters.

12. Videotek monitors.

13. Distribution amplifiers (where deployed).

C.4.2 Any changes to the system should be noted in the site report.

C.5 ASSORTED OPERATIONAL PROCESS INFORMATION

C.5.1 SPARES/SUPPLIES

(a) In order to complete performance of a Task Order, the Contractor may be required to provide assorted

TVRO equipment spares and miscellaneous hardware supplies. Each Task Order will address this requirement separately. The cost of equipment requirements for CM and PM will be included in the overall Task Order ceiling price as the cost of materials under FAR 52.232-7 (b). In order for BBG to reimburse the Contractor for these costs, they must be allowable in accordance with Part 31 of the FAR.

(b) If necessary, replacement parts will be shipped to the relevant DOS Post(s) as a result of the telephone contact first initiated by the COR per Section C.3.2.1. The primary trans-shipment point for all incoming and outgoing TVRO system spares, supplies and associated ancillary equipment, other than items of 5 pounds or under, and regardless of whether they are provided by the BBG or the Contractor as set forth in the Task Order, will be the BBG office at 330 Independence Ave, SW, Room 4240 Washington DC

20237, ATTN: Mr. Neil Kennedy. Email: tvrotrub@bbg.gov.

C.5.1.2 EQUIPMENT MAINTENANCE RECORD

The Contractor shall keep an updated equipment maintenance record on all spares and miscellaneous supplies provided and used to complete the Task Order, regardless of whether such spares and miscellaneous supplies are provided by the BBG or by the Contractor under the terms of the Task Order, and a copy shall be sent to the COR as a data deliverable for each Task Order, as required.

(End of Section C)

SECTION D

PACKAGING AND MARKING

D.1 PACKAGING

All items delivered hereunder shall be preserved, packaged, and packed in accordance with the

Contractor's best standard commercial practices unless otherwise stated in the Task Order to ensure protection against deterioration and physical damage during the entire shipment and handling cycle from the Contractor's source of supply to the ultimate destination at the Government's premises.

D.2 MARKING

At a minimum, each Contractor shipping container and package/carton/box/envelope shall be plainly and indelibly marked to show the:

(a) consignee's name, organization, complete mailing address, and local telephone number,

(b) contract number,

(c) task order number,

(d) a brief description of the contents,

(e) quantity,

(f) Contractor's name, and

(g) any other markings that may be given to the Contractor by the Government prior to any delivery.

(End of Section D)

SECTION E

INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far.

CLAUSE NO. TITLE DATE

52.246-2 INSPECTION OF SUPPLIES--FIXED PRICE AUG 1996

52.246-4 INSPECTION OF SERVICES--FIXED PRICE AUG 1996

52.246-6 INSPECTION OF SERVICES – T&M/LABOR HOUR MAY 2001

52.246-16 RESPONSIBILITY FOR SUPPLIES APR 1984

(End of clause)

(End of Section E)

SECTION F

DELIVERIES OR PERFORMANCE

F.1 TERMS OF THE CONTRACT

The term of this contract will be for a base period of one year from the date of contact award and, at

BBG’s sole option, may be extended for four (4) additional one-year periods.

F.2 TVROs MAINTENANCE SCHEDULES

The schedule for the maintenance of TVROs will be coordinated between the Contractor and COR prior to the Contracting Officer’s issuance of a Task Order.

F.2.1 The Contractor shall email a copy of all completed documents (C3.3 SYSTEM

DOCUMENTATION 1-9) to the COR on completion of each PM and CM site visit. No payment will be made to any Contractor prior to receipt and approval of the TVRO Maintenance Report by the COR.

F.2.2 If a Site Survey is required (see Section C 3.2.2), a full Report of Site Survey shall be submitted to the COR within ten (10) calendar days after the completion of Site Survey. The Report of Site

Survey shall contain the following minimum information:

F.2.2.1 General site data: name, point of contact, site telephone, e-mail, and site longitude/latitude, satellite look angle and weather conditions;

F.2.2.2 Drawings of site location with details of antenna positioning and conduit run specifications; and

F.2.2.3 Analysis end detail drawings of structures on which any load frames will be placed.

F.2.2.4 In the event of a deviation from the original system configuration, the Contractor is responsible for providing detailed system drawings prior to receipt of final payment. A full set of the new detailed system drawings must be emailed to the COR on completion of the Preventative or Corrective

Maintenance site visit in the format specified in Section C.4.2.2 prior to receipt of final payment.

The Report must be provided in accordance with the terms of FAR Clause 52.227-14 Rights in

Data - (Dec 2007).

F.2.2.5 On completion of each annual regional Preventative Maintenance (PM) trip the contractor will compile a full list of Preventative Maintenance Reports (C.3.3 SYSTEM DOCUMENTATION 1-

9) in PDF format on suitable digital media (CD, DVD or “Thumb Drive”) and submit this to the

COR via regular mail. The media must be clearly labeled with the year and region. If the contractor completed/carried out any Corrective Maintenance Tasks during the same year that it performed PM, the reports associated with the PM should be included as well.

F. 2.2.6 All deliverables shall be provided with Unlimited Rights to the U.S. Federal Government and shall include the following legend:

Pursuant to the terms of BBG Contract No. ____________________, the Government has unlimited rights in all drawings, designs, specifications, notes, and other works either developed or delivered in the performance of this contract, including, but not limited to, the right to use same on any other Government design or construction without additional compensation to the Contractor. The Contractor hereby grants to the Government a paid-up license throughout the world to all such works to which the Contractor may assert or establish any claim under patent or copyright laws.

F.3 METHOD OF ORDERING

Work to be performed under this contract shall be accomplished via Task Orders issued by the

Contracting Officer. All Task Orders shall be subject to the terms and conditions contained in the Task

Order and in the contract. In the event of a conflict between the terms of the Task Order and the terms of the Contract, the terms of the contract prevail. All Task Orders issued pursuant to this contract shall be implemented in the following manner:

(a) The Contracting Officer will issue a “Task Order Proposal Letter” to the Contractor for the specific region. The letter will direct the Contractor to provide: (a) a brief technical approach (that demonstrates that the Contractor fully understands the requirements) for performing the work described in the proposed

Task Order's Statement of Work (SOW) and (b) to propose either a Firm-Fixed-Price or on a Time-and-

Materials basis (depending on whether the work is PM or CM).

(b) Within five (5) calendar days after receipt of the proposed Task Order proposal letter, the Contractor shall submit its response to the Contracting Officer. This response shall be comprised of: (1) the technical approach to perform the work; and (2) the proposed price based on the Contractor’s analysis of the labor required to perform the work specified in the Task Order.

(c) After receiving each Contractor’s Technical and Price Proposal response to the Agency’s proposed

Task Order, the Contracting Officer will negotiate a finalized Task Order price and SOW with the

Contractor.

(e) Following negotiations, the Contracting Officer will issue, for signed acceptance by the Contractor the finalized Task Order using Optional Form 347 (Order For Supplies or Services).

(f) Each Task Order will be numbered and include: the amount of the Contractor’s Firm- Fixed-Price (or

Not to Exceed (NTE) ceiling price for CM work), the SOW (containing a brief description of the work, listing of deliverables, delivery schedule, and place of inspection/acceptance), applicable appropriation and accounting data, and other pertinent or special directions and/or attachments.

F.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/VFFARA.HTM

CLAUSE

NUMBER CLAUSE TITLE DATE

52.242-15 STOP WORK ORDER AUG 1989

52.247-35 F.O.B. DESTINATION, WITHIN CONSIGNEE’S PREMISES NOV 1991

52.247-48 F.O.B. DESTINATION- EVIDENCE OF SHIPMENT FEB 1999

52.247-55 F.O.B. POINT FOR DELIVERY OF

GOVERNMENT-FURNISHED PROPERTY JUNE 2003

F.6 PLACE OF DELIVERY OF SUBMITTALS

All submittals required hereunder shall be delivered "F.O.B. Destination, Within Consignee's Premises" to the person designated within each Task Order.

F.7 PERFORMANCE OF WORK WITHOUT A TASK ORDER

The Contractor shall not perform any work or incur any costs for any purpose under this contract or any individual Task Order until the Contractor receives a Task Order (OF-347) signed by the Contracting

Officer authorizing specific work. Any work performed or costs incurred by the Contractor prior to written authorization by the Contracting Officer, shall be at the expense of the Contractor, and the Agency will not reimburse the Contractor.

F.8 INTERPRETATION OR MODIFICATION

No verbal statements by any person, and no written statement from anyone other than the Contracting

Officer may be relied upon by the Contractor as validly interpreting or otherwise affecting the terms of this contract or any Task Order issued pursuant to the terms and conditions specified herein. All

Contractor requests for interpretation or modification shall be made in writing to the Contracting Officer.

No modification of the contract shall be valid unless it is in writing and signed by the Contracting Officer.

F.9 DELIVERABLES

The following is a list of deliverables under the contract:

1. BBG TVRO Site Maintenance Report completed and signed by both the contractor and the DOS

Post PAS highlighting status or problems and including recommendations for follow-up work by the DOS Post Staff. Attachment No 7 (7 pages)

2. BBG Preventative Maintenance Check List completed and signed by both the Contractor and the

DOS Post PAS. Attachment No 5 (2 pages)

3. Spectrum Analyzer Plots of all down link signals received at the TVRO site.

4. A Block diagram showing how the equipment at the TVRO site is interconnected.

5. Five color photographs of the system as installed.

6. Equipment Maintenance Record, as required (see Section C.5.1.2)

(End of Section F)

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER REPRESENTATIVE

The Contracting Officer will appoint by letter an Authorized Representative of the Contracting Officer

(COR), who will have the responsibility of ensuring that the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the letter of authorization or this contract. It is understood and agreed, in particular, that the COR shall not have authority to make changes in the scope or terms and conditions of the contract unless and only to the extent that such authority is specified in the letter of authorization or the contract. THE CONTRACTOR IS HEREBY

FOREWARNED THAT, ABSENT THE REQUISITE AUTHORITY OF THE COR TO MAKE ANY

SUCH CHANGES, THE CONTRACTOR MAY BE HELD FULLY RESPONSIBLE FOR ANY

CHANGES NOT AUTHORIZED IN ADVANCE, IN WRITING, BY THE CONTRACTING OFFICER;

MAY BE DENIED COMPENSATION OR OTHER RELIEF FOR ANY ADDITIONAL WORK

PERFORMED THAT IS NOT AUTHORIZED BY THE CONTRACTING OFFICER; AND ALSO MAY

BE REQUIRED TO TAKE ALL CORRECTIVE ACTION NECESSITATED BY REASON OF THE

UNAUTHORIZED ACTIONS.

G.2 CONTRACT ADMINISTRATION

The Contractor shall designate below a company official whom the BBG may contact during the period of performance of this contract for prompt contract administration:

NAME:

TITLE:

ADDRESS:

E-MAIL:

PHONE:

FACSIMILE:

G.3 INVOICE SUBMISSION

Invoices are authorized to be submitted monthly via email submission. Invoices must be marked original and copy and submitted to the COR who will be identified at the time of contract award. Note: The BBG intends to change its current invoicing procedures to an optical reading system. The contractor may be required in the future to use a standard invoice template. Any costs associated with complying with the invoice change will be at the Contractor’s expense.

G.4 REIMBURSABLE ITEMS

For all reimbursable expenses that the Contractor incurs, the Government will only reimburse them if those costs are allowable pursuant to FAR Part 31.

a) Travel and Per Diem (If not already included in a Task Order fixed rate - The terms and conditions of the Federal Travel Regulations (FTR) shall apply to all travel and travel related matters authorized herein. The Contractor shall be reimbursed at cost for travel related expenses upon submission of properly substantiated invoices. There shall be no profit allowed on these expenses.

The Contractor, in connection with authorized travel, shall be reimbursed for:

1. The cost of economy class (coach) airfare;

2. Two (2) eight hour (8) travel days ( going to site and returning from site);

3. Per diem at Government rates prevailing when travel is undertaken; and

4. Miscellaneous expenses incurred in connection with the travel.

b) The Contracting Officer may ask the Contractor to substantiate related travel expenses by supporting information (e.g., dates, purpose of travel, and per diem) and documentation including receipts for airline travel costs, lodging, parking fees, ground transportation, and other miscellaneous fees in excess of $25.

c) Cost of Materials - The cost of materials furnished pursuant to the performance of CM Task

Orders, and when otherwise authorized by the Contracting Officer, will be reimbursed at the

Contractor's invoice cost under FAR 52.232-7 (b), if required by the contract and/or Task Order as part of the schedule and contained within individual Task Orders. The Contractor is expected to obtain materials at the same prices offered to its suppliers' most-favored customers.

d) Other Out of Pocket Expenses – If so indicated in a CM Task Order as a not to exceed (NTE), and upon presentation of substantiating data to the Contracting Officer, the Government will determine the allowability and allocability of the following other direct costs and the Contractor shall be reimbursed for the following expenses at cost:

1. Passport/visa fees and photographs;

2. Taxi/limousine/bus fares to and from airports;

3. Official long distance telephone calls:

4. Minor installation supplies purchased from the local market such as hardware (not to exceed

$2,500) and

5. Local travel from quarters to job site.

(End of Section G)

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE

The Contractor shall obtain prior to commencement of work, and maintain during the contract term, the following insurance for the Contractor's coverage under this contract:

(1) General public liability insurance covering all duties, services, and work to be performed hereunder with limits of liability for bodily injury of not less than U.S. $100,000 for each person and U.S. $500,000 for each occurrence, and property damage liability limits of not less than U.S.

$20,000 for each accident.

(2) Automobile liability insurance, for all vehicles and equipment used by the Contractor's employees in the performance of this contract, with limits of liability for bodily injury of not less than U.S. $200,000 for each person and U.S. $500,000 for each occurrence, and property damage of not less than U.S. $20,000 for each accident.

(3) Worker's compensation and employer's liability insurance for the protection of employees.

H.2 ORDERING OFFICIALS

The following Agency Officials are authorized to issue Task Orders under this contract:

1. CON – Contracting Officer(s)

H.3 DRAWINGS

All data and other deliverables provided under this contract shall be provided with unlimited rights.

H.4 WORKING CONDITIONS

(a) The Contractor's use of the BBG managed premises shall be limited to the immediate areas where the work is being performed and reasonable access routes to these areas.

(b) During the contract performance period there may be other projects and Contractors working on these sites. The Contractor shall coordinate with the COR to ensure that work will not be impeded by other Contractors.

(End of Section H)

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