DRAFT Attachment V - Task Order 4 Statement of Work - Site Scan.pdf

FOOD AND DRUG ADMINISTRATION

The Office of Facilities Engineering and Mission Support Services (OFEMS) Division of Operations Management and Community Relations (DOMCR)

Facilities Maintenance & Operations Branch (FMOB)

Performance Work Statement (PWS)

Site Scan of Above Standard Equipment at the FDA White Oak Campus

DRAFT Date: 22 April 2025 Version Number: 0.1

Contents

1. BACKGROUND

2. APPLICABLE DOCUMENTS

3. SCOPE

3.1. List of Site Scan equipment (WO)

3.2. Operations Services

3.3. Attend Meetings

3.4. Software and Hardware Optimization

3.5. Survey

3.6. System Monitoring and Performance Management

3.7. Routine Maintenance

3.8. Troubleshooting and Support

3.9. System Configuration and Customization

4. TRAINING AND KNOWLEDGE TRANSFER

5. EMERGENCY RESPONSE AND DISASTER RECOVERY

6. END-OF-LIFE (EOL) PLANNING AND SYSTEM UPGRADES

7. DELIVERABLES

7.1 Award Deliverable

7.2 Performance Review and Reporting……………………………………………

1. BACKGROUND

The U.S. Food and Drug Administration (FDA) White Oak Campus, located at 10903 New Hampshire Avenue, Silver Spring, Maryland, consists of 710 acres of developed land in addition to 130 acres of land planned for continued development. The campus is comprised of state-of-the-art laboratories, office buildings and support facilities. As demonstrated within Attachment I – Site List, the FDA houses over 4,400 pieces of specialty equipment. Subsequently, the purpose of this requirement is to obtain a Contractor specialized equipment maintenance and repair services to support FDA’s mission to protect public health by ensuring laboratory specialty equipment located at the White Oak Campus, are maintained, and repaired according to local, state, federal and industry standards, and regulations (i.e. including BSL3, ISO and AAALAC standards).

This Statement of Work (SOW) seeks to establish a new IDIQ contract to provide Site Scan services/support to over 4,400 pieces of specialty equipment.

2. APPLICABLE DOCUMENTS

a. The Contractor shall comply with all applicable documents listed in the Basic IDIQ PWS.

b. Site Scan List

3. SCOPE

3.1. List of Site Scan equipment comprising Site Scan system, according to the manufacturer's installation records. The contractor will provide system preventive maintenance as recommended by the manufacturer.

Tag No Model Serial Desc.

1755232 SITETPI‐E C15H861054 SITETPI‐E ASSEMBLY

1755238 VSSW‐4E C15H861339 SITELINK‐4E ASSEMBLY

1755239 VSSW‐4E C15H861341 SITELINK‐4E ASSEMBLY

1755236 VSSW‐2E C15H862063 SITELINK‐2E ASSEMBLY

1755235 VSSW‐12E C15I863546 SITELINK‐12E ASSEMBLY

1878138 VSSW‐4E C17L861508 SITELINK‐4E ASSEMBLY

1878137 VSSW‐4E C17L861510 SITELINK‐4E ASSEMBLY

1878136 VSSW‐2E C17L862386 SITELINK‐2E ASSEMBLY

1878139 VSSW‐2E C17L862390 SITELINK‐2E ASSEMBLY

1756056 SSWEB SOFTWARE SITESCAN WEB

1870796 VSSW‐2E SITELINK‐2E ASSEMBLY

3.2. Operations Services

The liaison to the government for Site Scan Administration. The contractor will process calls from the COR and subcontractors involved in the maintenance and operation of the Site Scan system. The contractor will administer the Site Scan system, including managing system access, configuration changes, reporting, and addition and subtraction of equipment being monitored. Third-party costs to upgrade site-scan software or hardware, connect new non-Site- Scan equipment (e.g. cabling) to the system to be compliant with current and changing security compliance will be at the cost of the contractor. Expanding the system should not be included in the cost for this IDIQ.

3.3. Attend Meetings

The contractor at minimum will attend meetings once per month, either virtually or in-person, with notification of the meeting details provided in advance.

3.4. Software and Hardware Optimization

The contractor will recommend, manage, coordinate, and oversee all software and hardware upgrades, security patching, engineering assessments, system design, and other technical services required to maintain the system in optimal working order. Third-party (i.e.

manufacturer or subcontractor) costs for the hardware and software updates, engineering assessments, system design, cabling, adding additional equipment and other technical services except for the security patching, engineering, system design required to maintain of are not included.

3.5. Survey

The contractor will perform an initial survey within 30 days of contract award to produce an inventory and analysis of the system’s performance. The survey will identify any major issues with the software and hardware, including recommendations for any software and hardware updates that might be needed. If requested by the government, the contractor will provide a quote to implement its recommendations.

3.6. System Monitoring and Performance Management

Continuous Monitoring: Monitor the Veritiv Site Scan system for performance, uptime, and error tracking. Alerting and Reporting: Implement real-time alerts for system malfunctions, performance degradation, or any abnormalities. System Optimization: Regular optimization of system performance and network efficiency. Data Analysis: Analyze scan results and performance metrics for ongoing improvements.

3.7. Routine Maintenance

System Updates: Regular updates to software and hardware components (firmware, security patches, etc.). Backup Management: Schedule and manage data backups, ensuring the restoration process is functional and quick. Database Maintenance: Ensure the database is optimized, with periodic cleanups and maintenance checks to avoid data bloat (refers to the excessive accumulation of data—especially unnecessary, redundant, or outdated information—that can slow down systems, eat up storage space, and make data management more complex.) File Integrity Checks: Verify and ensure all scanned files and data are intact and have not been corrupted. Compliance Audits: Ensure that all security, data management, and scanning practices are in compliance with relevant industry standards and regulations (such as GDPR, HIPAA, etc.).

3.8. Troubleshooting and Support

Incident Management: Provide troubleshooting and problem-solving support for any system failures or performance issues. Root Cause Analysis: Investigate recurring issues or failures to identify root causes and implement preventive measures.

3.9. System Configuration and Customization

Configuration Adjustments: Modify or adjust system settings based on evolving user needs or operational requirements. Custom Scan Profiles: Creation or modification of scan profiles based on specific needs or new requirements.

4. TRAINING AND KNOWLEDGE TRANSFER

User Training: Provide training to new users or staff members on how to use the Veritiv Site Scan system efficiently. Documentation: Develop and maintain user manuals and operation guides, including best practices for system use and maintenance.

5. EMERGENCY RESPONSE AND DISASTER RECOVERY

Disaster Recovery Plan. Ensure there is a clear and tested disaster recovery plan for system failures or catastrophic events. Emergency Support: Provide 24/7 emergency support in the case of critical system outages or security breaches.

6. END-OF-LIFE (EOL) PLANNING AND SYSTEM UPGRADES

End-of-Life Management: Plan and implement the transition or upgrade of outdated system components. Technology Refresh: Regularly assess the system to identify when upgrades or new hardware/software are required to keep the system performing optimally.

7. Deliverables:

7.1. Award Deliverable

Upon award, the contractor and the manufacturer if required will survey the current system, determine the actual components present, any deficient equipment, equipment requiring upgrades, and the non-Site-Scan equipment being monitored by this system.

When the survey is completed, the contractor will submit the survey to the government CO and COR. If requested by the government the contractor shall submit a quote to bring the entire system into compliance with current hardware and software versions so that it is fully functional.

7.2. Performance Review and Reporting

Monthly Reports: Provide performance reports, including scan results, uptime statistics, and security vulnerability assessments. Data required for government reporting requirements.