CCTV Mx PWS 16Mar23.pdf

Performance Work Statement for

KIRTLAND AFB, NM

System Maintenance for Kirtland Closed Circuit Television System

Prepared by:

377 Security Forces Group 8251 M. Ave., SE, Bldg. 20412 Kirtland AFB, NM 87117-5527

Comm. (505) 846-6128

16 Mar 2023

CCTV Maintenance

Table of Contents

PURPOSE

REQUIREMENT

Initial Configuration Audit

Standard Operating Procedure (SOP)

Semi-Annual Preventive Maintenance (PMI)

Troubleshooting

Inventory Management

Deliverables

CONTRACTOR QUALIFICATIONS

OPERTIONS SECURITY

COORDINAITON WITH OTHER CONTRACTORS

GENERAL

CONTRACTOR POC

BASE ACCESS

1. PURPOSE: Work will be performed on Kirtland AFB for the 377 Security Forces Group. This Performance Work Statement

(PWS) defines the efforts required for initial configuration audit, semi-annual preventive maintenance, troubleshooting and inventory control of a base-wide networked security system and its integrated security command and control station which will be located in the Base Defense Operations Center (BDOC). There are 178 cameras, 7 servers and 12 viewing stations across the base associated with this system. The contractor shall be responsible to maintain all recorders, monitors, and associated equipment to all facilities components. Maps and locations will be provided upon award. All work is considered Mission Essential.

2. REQUIREMENT

2.1. Initial Configuration Audit

2.1.1. Within 60 calendar days after the start of the contract, the contractor shall deliver a searchable, Microsoft compatible database.

2.1.2. The database shall use a serial number accountability system to identify configuration items. The Government defines configuration items as those equipment groups that make up a functional area, i.e. equipment and devices use to view a camera is an equipment group or a configuration item.

2.1.3. At a minimum, the data base shall include: serial numbers, location, function of equipment, list all associated technical manuals, warranty coverage, warranty expiration dates, other site specific documentation, software license information to include application versions and security patches and identify and track current expansion space available on the CCTV security camera system infrastructure.

2.2. Standard Operating Procedure (SOP): Develop as necessary. No more than 2 SOPs are expected to be developed during each CLIN period of performance.

2.3. Semi-Annual Preventive Maintenance Inspections (PMI). Semi-annual, defined as twice per year, PMIs consist of, but are not necessarily limited to the following:

2.3.1. Schedule: Provide a schedule for semi-annual PMI for all 178 cameras, 7 servers, and 12 viewing stations identified in

Attachment 1 of this PWS 30 calendar days after performance start of CLIN 0002. The PMI shall be designed to identify potential deficiencies prior to becoming system failures.

2.3.1.1. The PMI schedule shall be in Microsoft Access, Word, Excel or compatible database that is searchable.

2.3.1.2. Provide a copy of the checklist which will be utilized during the PMIs.

2.3.1.3. Scheduling considerations:

2.3.1.3.1. Hours: Scheduled semi-annual preventive maintenance may occur Monday-Friday (excluding Federal

Holidays) between 0730-1630. Should work that is required as part of the semi-annual preventative maintenance be required to extend beyond those hours requests to do so must be pre-approved 72 hours in advance by the Contracting Officer. .

2.3.1.3.2. NLT 72 hours prior to the scheduled maintenance visit, the contractor shall coordinate with the government point of contact to identify the actual day, time and systems to be maintained. Due to real world activity, the scheduled date may not be available and an alternate date may need to be identified.

2.3.1.3.3. On the day of the scheduled site visit, the facility may be unexpectedly closed due to local or national emergencies, administrative closings (ex. weather) or similar directed facility closings. The local news stations normally report these types of events. In these instances contact the government POC to reschedule the site visit.

2.3.1.3.4. Some areas within the installation may require escorts. When expecting to work in these areas, the contractor shall coordinate with the Government POC who will coordinate with the appropriate site personnel for the given area. If the Government POC is unable coordinate access, the contractor shall identify the potential impact, if any, of not performing maintenance as scheduled.

2.3.2. All work shall be accomplished IAW manufacturer specifications.

2.3.3. The contractor is responsible for keeping up to date on all firmware and software updates.

2.3.3.1. In the rare event, there is an update that is deemed critical (security vulnerability, system failure), the contractor shall coordinate with the government POC to install the update within 5 days of release. The Contracting Officer shall be notified of such an event requiring an installation 72 hours in advance of the work being performed.

2.3.3.2. Non-critical updates will be accomplished with scheduled semi-annual preventive maintenance visits.

2.3.4. Cameras: Inspection shall consist of the examination, cleaning, lubrication, electrical and mechanical adjustment, calibration, and performance checks of all CCTV security camera systems at intervals suggested by manufacturer guidance, technical orders and/or manuals, and in accordance with the general Preventative Maintenance checklist. All commercial type inspections apply.

2.3.5. Servers and viewing stations: Validate the servers or viewing stations are working efficiently and effectively.

2.3.6. Test and inspect all power sources.

2.3.7. Repair and Replacement

2.3.7.1. Identify equipment and/or parts that have failed or are in need of replacement. Notify the government of planned replacements.

2.3.7.2. All warranties shall be reviewed and utilized (i.e. coordination/scheduling repairs with warranty holder) first.

2.3.7.3. If there are no active warranties, contractor shall use Government owned spare parts and material from the 377

Support Squadron Warehouse.

2.3.7.4. If there are no acceptable Government owned spare parts or material available to correct the problem in the warehouse, the contractor shall within 1 business day recommend a replacement part/material to the government POC based on manufacturer’s or system provider’s guidelines. When possible, recommended part/material part shall be described in a manner to allow for competition, i.e. using only specifications, not brand names. This information shall be provided to the Contracting Officer and the customer.

2.3.7.5. In instances where repair cannot be completed due to part unavailability, the service shall be completed with the next scheduled PMI after notification from the Government that the part is onsite.

2.3.8. The government reserves the right to have a representative present during testing and/or other maintenance activities. All maintenance actions need to be verified by a government member before concluding work or departing for the day.

2.4. Troubleshooting

2.4.1. Provide a contact number and email for troubleshooting calls to the government POC within five days after award and update as necessary.

2.4.2. Provide unlimited on-call troubleshooting support Monday-Friday (excluding Federal Holidays) between 0730-1630.

2.4.3. Remote access to Government systems is not authorized.

2.4.4. If the customer, with concurrence from the Contracting Officer, determines that the contractor must take corrective action, the corrective active action shall occur with a scheduled PMI event. There is no intent for the contractor to make any special visits to the base to fix a problem identified during a troubleshooting call. Should an unscheduled visit beyond the amount allotted for in the contract be required, the contractor shall not proceed until an add work modification has been processed and the contractor has an opportunity to submit pricing.

2.4.4.1. After the problem is identified, the contractor will let the government POC know what the problem is before initiating any actions to resolve the issue.

2.4.4.2. After government approval, the contractor will initiate repairs on the system. Repairs and replacement will be IAW PWS paragraph 2.3.7.

2.4.4.3. Contractor shall notify the Government POC of any delays or problems impacting task completion including nature of the delay and expected completion date.

2.4.4.4. Repair actions are to be initiated during normal duty hours, with work continuing during normal duty hours until completed. In instances where corrective services cannot be completed due to part unavailability, the service shall be completed with the next scheduled PMI after notification from the Government that the part is onsite.

2.4.5. The government reserves the right to have a representative present during testing and/or other maintenance activities. All maintenance actions may be verified by a government member before concluding work or departing for the day.

2.5. Inventory Management

2.5.1. The contractor shall inventory the existing Government owned spare parts and materials stored in Building #201412, 377 Support Squadron Warehouse within 30 days of the performance start of CLIN 0001.

2.5.1.1. The inventory shall be in a searchable Microsoft Office compatible database. At a minimum, the database shall include P/N, S/N, quantity, warranty, warranty expiration date.

2.5.1.2. The contractor shall recommend additional spare parts/material stock levels for each of the systems based on manufacturer’s or system provider’s guidelines.

2.5.2. Warranties: Obtain and maintain all equipment warranties. All active warranties will be provided to the government at the end of the contract.

2.5.3. Master and working copies of site-specific support documentation, technical manuals, and design plans shall be maintained in the warehouse.

2.6. Deliverables:

2.6.1. Initial Configuration Audit:

2.6.1.1. A Configuration Audit is due within 60 days IAW PWS para 2.1. This shall be submitted to the Contracting Officer and customer.

2.6.2. SOP as required IAW PWS para 2.2. This shall be submitted to the Contracting Officer and customer.

2.6.3. Annual PMI schedule IAW PWS paragraph 2.3.1. Due 30 calendar days after the start of CLIN 0002. This shall be submitted to the Contracting Officer and customer.

2.6.4. Monthly PMI Status Report (can be combined into a single searchable database). This shall be submitted to the Contracting Officer and customer.

2.6.4.1. Due 5 business after the end of the previous month.

2.6.4.2. List all PMI actions which occurred during the previous month. Include status and changes to the baseline PMI schedule.

2.6.4.3. Document all Configuration Changes from the previous month IAW PWS 2.1.3. requirements.

2.6.4.4. Document all Troubleshooting Calls. Include date/time, system location, description of issue, duration of work, resolution, recommended follow on work (if applicable), POC conducting work. Additionally, the Contractor shall state in a separate column whether the call was for a HARDWARE, SOFTWARE, or USER ERROR situation.

2.6.4.5. Updated Inventory Management List as of the last day of the month. As necessary, recommend additional spare parts/material purchases on manufacturer’s or system provider’s guidelines. When possible, recommended part/material part shall be described in a manner to allow for competition.

3. CONTRACTOR QUALIFICATIONS:

3.1. Contractor must be a certified Gold Axis Partner.

3.2. Contractor must be a certified exacqVision Partner.

3.3. Contractor must be a certified ClearVision Partner.

3.4. Contractor must have personnel trained in Fiber Optic termination and ODTR testing.

4. OPERATIONS SECURITY (OPSEC): Due to the location and nature of the work to be completed, the contractor may have access to information that could negatively impact military operations if the information is inadvertently released into the public domain. The contractor shall ensure the following information is protected and not made available outside of government/ contractor channels and will consult the Installation Project Manager before releasing/publishing the information:

4.1. Detail regarding internal security measures and Kirtland AFB access procedures.

4.2. Details regarding capabilities, limitations, vulnerabilities and maintenance requirements of the existing systems including, but not limited to:

4.2.1. Camera types, capabilities, and locations

4.2.2. Viewing station types, capabilities, room configurations, and locations

4.2.3. Server types, capabilities, room configurations, and locations

4.2.4. Fiber paths/requirements

4.2.5. Electrical paths/requirements

4.2.6. Network information to include data switching and routing

4.3. The contractor may keep copies of site specific support documentation, technical manuals and design plans in the Contractor’s office. These items shall be secured as Controlled Unclassified Information (CUI) and in a manner to prevent theft, misuse or exploitation of the CCTV system by unauthorized personnel.

4.4. All records remain the property of the Government and are to be turned over when requested by the Government or at the conclusion of the contract.

5. COORDINATION WITH OTHER CONTRACTORS: The Government may undertake or award other contracts for additional work, including but not limited to associated construction, trenching, upgrade to fiber communication lines that may be aligned with this contract. The Contractor shall cooperate with the other Contractors and Government employees and adapt scheduling and performance of work under this contract to accommodate associated projects, heeding any direction that may be provided by the Contracting Officer.

5.1. Transition Phase-Out: After the final performance period of this contract, the current Contractor shall cooperate with any successor Contractor to ensure a smooth transition of all configuration audits, standard operating procedures, operating instructions, inventories, site-specific support documentation, and other documentation pertinent to the operation and maintenance of the Kirtland Closed Circuit Television System. Ongoing operations shall be coordinated with the successor’s management and administrative personnel.

6. GENERAL

6.1. The contractor shall abide by all Federal, State, County and local recycling laws. The Contactor shall place all trash or debris in base roll-out containers.

6.2. All work and materials shall be in full accordance with the latest codes, standards, and best practices. It is the responsibility of the Contractor to have access to the current standards.

6.3. Contractor employees shall conduct themselves in a professional manner, and dressed appropriately for the task. No person shall bring alcoholic beverages, controlled substances, firearms, or animals to the job site.

6.4. Contractor shall follow the security policies and procedures defined by the Government. This may include providing key access, creating access badges, & restricted area escorts.

6.5. The Contractor shall be liable for any damage to government property caused by the contractor or their representatives. The

Contractor will notify the Government POCs of any issues and will be directed by the CO/POCs on how to proceed on any repairs.

6.6. Contractor will make a reasonable effort to not be disruptive to others at the job site.

6.7. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

7. CONTRACTOR POC: The Contractor shall provide a Contract Manager (email and phone number) who shall be responsible for the performance of the work, scheduling, and keeping in contact with the government POCs.

8. BASE ACCESS:

8.1. A local form from the 377th Security Forces is needed for contractors to access the base facility to include, a criminal background check through the National Crime Information Center (NCIC). Contractor will work with the security office for official visitor request or otherwise directed by the POCs. The contractor shall ensure the pass and identification items required for contract performance are obtained and current. The process for background checks may take up to 10 business days. Once approved, contractor(s) must provide current driver’s license, vehicle registration and auto insurance. This request is for contractor(s) to have access on the facility for 30 days or more. If a known period of performance is provided which exceeds 30 days, a request for that full time period is needed. For example, a pass for 30 days or more in a 90-day period cannot be used, access will be denied after the 30-day period.

8.2. All commercial trucks must enter through the contractor’s gate located just before the intersection of Gibson and Carlisle. In accordance with Kirtland Air Force Base, base entry procedures must adhere to requirements mandated by Kirtland Air Force Base. Supplier shall coordinate with the AFNWC POC and Base Security to gain permissions to access the base. Gate hours of operation are 0600-1800. Once at the gate, the driver must be able to show:

8.2.1. Current vehicle registration

8.2.2. Current Proof of Insurance

8.2.3. A valid and current Driver’s License for the driver

8.2.4. A valid and current Driver’s License or other State Identification for any passenger(s) in the vehicle.

8.2.5. A Service request/order which includes the Air Force installation name, date of anticipated Service, and specific destination information.

8.2.6. Entry Gates and Times: Vehicles are subjected to vehicle search. Gate Hours are subject to change and contractor should contact security forces for hours.