Fitness_Center_SOW.docx

STATEMENT OF WORK

CJIS DIVISION’S

Preventive Maintenance Services for the Fitness Center Equipment

4/14/17

1 SCOPE: This is a contract to provide Preventive Maintenance Services for equipment at the CJIS Division Fitness Centers, at the Federal Bureau of Investigation, CJIS Division Campus. This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees 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 CJIS Division Facilities Management Unit is requesting a Five (5) Year Contract (1 Base Year with Four (4) 1 Year Options) for Bi-Monthly preventive maintenance of the equipment located in the Fitness Centers at the CJIS Division Campus, located in Clarksburg, WV. The CJIS Fitness Centers contain a variety of weight lifting and aerobic equipment from several manufacturers which includes Body Master, Hammer Strength, LifeFitness,York, Precor, and Star Trac.

1.2 Background:

The CJIS Fitness Centers contain a variety of weight lifting and aerobic equipment from several manufacturers. The purpose of this contract is to acquire maintenance support for the fitness centers equipment from a contractor that has demonstrated knowledge. The Contractor must be a certified maintenance provider of the following original equipment manufacturers (OEMs): BodyMaster, Hammer Strength, LifeFitness , York and Precor. There is currently (3) Star Trac Treadmills at the CJIS Main Facility Fitness Center that will not require OEM certifications. These Star Trac Treamills will be replaced in the very near future.

2 APPLICABLE DOCUMENTS: None.

3 REQUIREMENTS:

· The Contractor shall perform Bi-Monthly necessary maintenance of all the various fitness equipment in the CJIS Division Fitness Centers and shall maintain all equipment to industry standards.

· The Contractor shall comply with the maintenance provisions contained in the OEM owner's manuals.

· Any lubricants, paints, waxes, cleaners, or other items used by the Contractor in servicing the CJIS Division Fitness Centers equipment shall only be those specified by the OEMs.

· Only brand new replacement parts shall only be those specified by the OEMs. All replacement parts shall be acquired from the OEM.

· In some instances, the Contractor may be called upon to perform unexpected repairs. Should a situation like this occur, the Contractor shall respond within a 48-hour period. The Contractor shall respond within a 48-hour period, from the time a service call is placed, to perform the repairs.

· If any equipment that is still under warranty requires repairs/parts, the Contractor shall seek reimbursement from the OEM for any cost incurred in the repair of items covered under the warranty.

· The Contractor is responsible for cleanup and removal of debris, incurred while performing maintenance and repairs the day the service is provided.

· The Contractor must have available on site for review of Material Data Sheets (MDS) as required by law for all materials brought on site by the Contractor.

· The following is a list of the OEMs, their model numbers, and their equipment (quantities in parenthesis) to be serviced:

CJIS MAIN FACILITY FITNESS CENTER EQUIPMENT

CJIS BIOMETRIC TECHNOLOGY CENTER (BTC) FITNESS CENTER EQUIPMENT

4 KEY PERSONNEL: N/A

5 PLACE OF PERFORMANCE:

The place of performance for the requested preventive maintenance of the CJIS Division’s Fitness Centers will be at the FBI/CJIS Division Campus, 1000 Custer Hollow Road, Clarksburg, WV 26330.

6 PERIOD OF PERFORMANCE:

This requirement, CJIS Division’s Preventive Maintenance for the Fitness Centers Equipment will be submitted as a Five (5) Year (1 Base Year with Four (4) 1 Year Options) Firm Fixed Price Contract. The Base Year’s Period of Performance is 06/01/2017 through 05/31/2018.

1. Base Year FY 2017: 06/01/2017 through 05/31/2018

2. 1st Option Year: 06/01/2018 through 05/31/2019

3. 2nd Option Year: 06/01/2019 through 05/31/2020

4. 3rd Option Year: 06/01/2020 through 05/31/2021

5. 4th Option Year: 06/01/2021 through 05/31/2022

7 DELIVERABLES:

The Contractor shall provide to the Contracting Officer’s Representative (COR), service status reports for each preventive maintenance service visit to the CJIS Division Fitness Centers. The format will be agreed to by the Contractor and COR at the start of performance, but the contents shall contain the following, at a minimum:

· Date and time service was performed.

· Any problems encountered.

· Corrective measures taken to resolve the problem.

· Possible cause of the problem.

· Preventive measures that the FBI can take to alleviate the problem from reoccurring.

· Hours and labor performed.

· Description of services/activities that was completed/performed.

· Contractor shall advise of necessary future repairs.

8 GOVERNMENT FURNISHED EQUIPMENT OR INFORMATION: None.

9 PERSONNEL AVAILABILITY:

The Contractor’s normal workday will typically be within the hours of 8:00 am and 5:00 pm. Flexibility within the normal work day shall be coordinated with the COR. The work shall be carried on in such a manner that there will be no interruption or interference with FBI operations.

· The Contractor shall submit to the FBI COR a schedule of work to be followed. This plan is not to be changed without the concurrence of the FBI COR and Contracting Officer.

· It shall be incumbent upon the Contractor when interviewing FBI employees to recognize their lunch, break, and end of day schedule.

· No work within the CJIS Division Complex will be permitted on Saturdays, Sundays, or Holidays, except as requested by the Government to minimize disruption to the staff; however, it may be necessary for the Contractor to perform some work on weekends so as to not interfere with CJIS Division Complex activities.

10 SECURITY REQUIREMENTS:

10.1 Safety and Environmental Regulations:

· The Contractor is responsible for following all federal Occupational Safety and Health Administration, state and local regulations, and FBI policies as they pertain to safety and health. The Contractor shall provide any information on their safety programs as requested by the CO or COR. The Contractor shall provide protection for CJIS employees who may be working or walking in the areas where work is performed. This may be through barricades, signs, or other means to inform or redirect employees from the hazards. The Contractor is responsible for any Personal Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI CJIS property. The Contractor is open for inspection, at any time, by the FBI Safety Staff while on site at the CJIS Division.

· The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection Agency and West Virginia Department of Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on CJIS property and determine the need for and provide any personal protective items required for the safe performance of work.

10.2 Clearance Requirement for Personnel Access:

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures.

The FBI's CJIS Division requires that access approval and/or security clearance be granted by the FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have access to: National Security Information; Sensitive but Unclassified (SBU) information; FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top Secret or Secret) and access level (escorted or unescorted) required are made by the FBI's SPM. The scope of the FBI security clearance background investigation to be conducted is determined by the level of clearance sought.

Contractors should be advised that:

· Decisions concerning granting of access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual or any costs incurred by the contractor as a result of such denial.

· The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

· Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

· Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

· Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences or other matter of concern to the FBI in deciding whether to grant access to its information, facilities, or property. Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns. Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

· The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictates that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

· When authorized for site access, contractors shall report the following information to the CJIS Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status; change in status of room/house mates; employment outside of the contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations (more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

· Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an FBI escort, knowledgeable in the tasking area, in situations where contracted services may affect the integrity of existing protection measures (i.e., IT system maintenance activities).

· The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities. The contractor agrees to immediately remove that individual from the FBI facility in such circumstances.

· Access to national security information will be granted only to employees who are United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

· A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security.

· In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security. This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives. Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of the national security.

· At the discretion of the FBI COTR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

· The FBI will maintain a listing of contract employees who have been authorized access/clearance. The contractor must provide personnel from this list to perform the requested services.

Access to national security information:

· Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non-FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the Contracting Officer's Technical Representative (COTR) the following properly executed forms. Forms shall be submitted sixty (60) days prior to beginning the stated contract tasks. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

· One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no returning site visits and requiring no system access:

If possible, this paperwork should be provided to the CJIS Security Access Office by 12:00 p.m. on the day prior to the site visit.

· Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

· More than ninety (90) days access, unescorted access and/or system access:

· Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer Security Awareness and Policy Briefing, and must execute the following:

· The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

· The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

· Test software used on any FBI IT system shall not be removed from FBI control. Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

· Under no circumstances will personally-owned or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

· The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to, or have processed data on an FBI IT system. The FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a vendor/contractor.

· Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

· To the extent possible, information shall be stored on FBI-owned storage media. Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

· Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

· FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel. Exceptions can only be negotiated with, and granted by, the FBI Security Division, and are to be obtained in consultation with the CJIS Contract Administration Office (CAO), Information Technology Security Program (ITSP).

· All connections to non-FBI networks will be approved on a case-by-case basis by the FBI Security Division and is to be obtained in consultation with the CJIS, CAO, ITSP. As part of this approval process, supporting documentation must be acquired.

· The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be also be approved on a case-by-case basis by the FBI Security Division in consultation with the CJIS, CAO, ITSP.

· All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

· For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

· All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

· All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to: all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc. All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

· Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer Fraud and Abuse Act, National Security Act, or appropriate espionage statutes).

· Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

· All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE)

· The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

· The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor for any reason.

· The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

· The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

· The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements. The frequency, scope, duration, and method for the audits shall be determined by the FBI.

· The contractor will provide the FBI with original copies of all delivery documents (i.e., vendor packing slips) for GFE, including software, delivered directly from the vendor to a contractor site.

· The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

· The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

· The contractor will provide written notification, at least twenty four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

11 GOVERNMENT REPRESENTATIVES:

The functions inherent to this contract shall be performed by the designated Contracting Officer. The duly assigned COR shall ensure all actions pertaining to this contract are requested via the Contracting Officer.

11.1 Contracting Officer Representative:

The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the CO shall issues such changes. The COR for this contract is James Conrad Ruckser, if assigned. He can be reached by telephone at 304.625.2343 or email to james.ruckser@ic.fbi.gov.

11.2 Contracting Officer:

This contract will be administered by: TBD

12 TRAVEL AND OTHER DIRECT COSTS:

When required and authorized by the Contracting Officer, travel must be conducted in accordance with Federal Travel Regulations.

Other Direct Costs (ODCs) are not authorized. Prior to purchasing any ODCs, approval must be obtained by the Contracting Officer.

13 INVOICING PROCEDURES:

All commercial invoices shall be submitted via the following process:

· The invoice should be attached to an email, and sent to the following address: central_invoices@ic.fbi.gov

· It is imperative that the invoice contains current and accurate contract information (contract/order number), otherwise the invoice risks being rejected.

· Upon receipt of the invoice, a confirmation email will be sent back to the sending email address. At this point the invoice will be considered received, and will begin processing through the FBI’s internal payment systems.

· Please note, invoices received before 5pm EST (Monday-Friday) will be considered “received” that business day. Any invoice received after 5 pm EST will be considered “received” and will be entered into the invoice system on the following business day.

A proper invoice shall include the following information:

Name and address of the Contractor Invoice date and invoice number. Invoice numbering should begin at 01 and be consecutively numbered thereafter. (The Contractor should date invoices as close as possible to the date of mailing or transmission.)

Contract number, Task Order number, contract line item number and, if applicable, an order number Description, quantity, unit of measure, unit price and extended price of the items delivered Shipping number and date of shipment including the bill of lading number and weight of shipment if shipped Government bill of lading Terms of any discount for prompt payment offered Name and address of official to whom payment is to be sent Name, title, and phone number of person to notify in event of defective invoice Electronic Funds Transfer (ETF) banking information Contractor’s First/Last Name, Number of Hours, Labor Category, Total number of hours (items can be in any order), Cumulative Number of Hours to date Taxpayer Identification Number (TIN). (The Contractor shall include its TIN on the invoice only if required elsewhere in this Contract) The Contractor shall include this information on each and every invoice when invoicing for full or partial supplies/services delivered/performed. If an invoice does not contain the above information, the Bureau reserves the right to reject the invoice(s). Resubmission of a PROPER invoice(s) will be required.

Payment will be made by the FBI’s Commercial Payment Unit in accordance with the Prompt Payment Act, FAR clause 52.232-25 (OCT 2003) upon the COR’s (or designee) certification of receipt of services and the CO final authorization for payment.

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