DRAFT Performance Work Statement Admiral Gooding Center.pdf

Performance Work Statement

Events and Information Technology Support Services for the

Admiral Gooding Center

1. BACKGROUND

1.1. The Naval District Washington (NDW)/Naval Support Activity Washington (NSAW) Admiral

Gooding Center (AGC) is a prestige level facility on the historic Washington Navy Yard (WNY) and operates as a conference center for the United States Navy. The AGC is an ideal collaborative venue providing exemplary professional event support services and state-of-the-art technology. It is designed to enhance events with innovative technologies and has multiple facilities to accommodate events of varying sizes and purposes. It is an environment where clients can focus on thinking creatively, designing innovative solutions, making decisions and multiplying the force readiness factor for the United States Navy.

2. SCOPE/PURPOSE

2.1. The Contractor shall provide event and information technology (IT) support services. The

Performance Work Statement (PWS) describes the requirements for providing support services for events, an interchangeable workspace, audio-video (AV), telecommunications, network administration, facility support services, and logistics.

2.2 The Contractor shall provide qualified support personnel to perform the task assignments onsite as enumerated below.

2.3 The Contractor shall perform required tasks while always maintaining a 100 percent continuity of operations at the AGC.

3. PERFORMANCE STANDARD

3.1. The performance standards serve as a basis for determining whether performance outcomes have been satisfactorily achieved and the delivery of service is considered acceptable performance outcomes.

3.2. The Contractor shall maintain continuous operations and ongoing full functionality of the

AGC.

3.3. The delivery requirements shall be consistent with the needs of the mission of the AGC as identified by the Contract Officer’s Representative (COR)/Task Manager.

3.4. All work shall conform to best practices suitable for prestige level conferencing and training centers.

3.5. Work must be performed on-site. Contractor support staff will be assigned to the AGC on a full time basis and will perform their duties within the NSAW footprint.

3.6. Assigned staff must be fully qualified in accordance with the criteria specified in the contract PWS.

3.7. AGC requires sufficient on-site Contractor support staff to accommodate multiple events held simultaneously and information technology.

3.8. Support services shall reflect innovative technological and event techniques employed to increase efficiencies.

3.9. The service and delivery requirements shall adhere to cyber security and physical security policies and instructions.

3.10. The Contractor must comply with all facets of the Risk Management Framework (RMF) and continuous monitoring processes and take necessary actions in order to attain/maintain an

Authority to Operate (ATO) certification and accreditation of the AGC’s audio visual network.

3.11. Technical and status reports shall be factually accurate and complete, reflect high quality and adhere to dates and deadlines.

3.12 The delivery requirements shall be consistent with needs of the mission as identified by the COR.

3.13 The Government will review and assess all work, deliverables and products. A statement of whether the work and deliverables met the Government’s requirements will be required.

3.14. All data, deliverables and products produced under this contract shall belong to, and be the property of, the U.S. Government.

4. LOCATION/DESCRIPTION

4.1. The AGC is located at 1244 Patterson Avenue, South East, Washington Navy Yard, Building

22, Washington, D.C.

4.2. The AGC is designed to enhance events through attentive and responsive event support and timesaving technologies combined with innovative methodologies. It uses state-of-the-art infrastructure, Internet Protocol (IP)/analog audio and video, computer networking and telecommunication capability in comfortable surroundings.

4.3. Events are routinely held Monday-Friday, 7:00 am-5:00 pm. Events may extend past 5:00 pm and/or be held on weekends or, on some occasions, for 24 hours on continuous days.

4.4 The AGC can simultaneously provide a variety of conferencing activities and accommodate group sizes up to 275 event attendees.

4.5. Events requiring support services may occasionally be held off-site from the AGC within the

NSAW footprint.

4.6. Events may be classified up to the secret level. The event room(s) for classified events will be fully functional at least 120 minutes prior to the event start time.

4.7 An event is a group of related activities generally occurring at the same time and place.

Activities could include but not limited to seminars, plenary sessions, meetings, training sessions, workshops, conferences, group briefings and discussions, worldwide video conferencing such as MS Teams, integrated product/process teams, process improvement teams, business process reengineering, selection boards, senior executive and senior management leadership teams, strategic planning sessions, all hands, change of commands, full honors ceremonies, military court sessions, and off-sites.

4.8. On and off-site events may require video and still photography with same day production and delivery of final product.

4.9. Events regularly have Naval Flag Officer and/or Senior Executive Service level attendees.

4.10. Facility and conference components of the AGC are identified in Attachment A.

5. REQUIREMENTS

5.1. The overall performance standard shall be to maintain continuous operation and ongoing full functionality of the AGC. The priority of work and work tasks will be set by the COR. Tasks that require finite or intermittent Contractor efforts, the performance standard for routine tasks shall be completed within 48 hours, while urgent data calls, the complete response shall be as soon as possible, but not to exceed six hours.

5.2. The expertise required to support the events and activities of the AGC include but are not limited to technical support for IT, AV, telecommunications, video conferencing, network administration, facility services and design, logistics, administration, security, and cyber security.

5.3 The normal work schedule for the Contractor shall be during the hours of 6:00 am-5:00 pm

Monday through Friday for event support. The Contractor shall be on board at all times during these hours. The Contractor shall also be on board during all client event hours of operation beyond the Monday through Friday 6:00 am to 5:00 pm normal work schedule. The Contractor shall provide a flexible work schedule as necessary to support all aspects of the events.

5.4. On the occasions when an event would require 24-hour multiple day support due to the security level of the event, a 24-hour team must be established to have qualified personnel on-site the entire time of the event.

5.5. The Contractor shall provide staff to support events occurring simultaneously at all event meeting rooms/locations.

5.6. The Contractor support staff shall be on site prior to, during and after the event point of contact (POC) and POC support staff depart from the AGC.

5.7. The Contractor support staff shall be available to the client at all times for the duration of the event.

5.8. The Contractor shall provide support within the NSAW footprint, as needed, of the following:

5.8.1. Audio and video set-up and operation

5.8.2. Digital video recording and production of ceremonies

5.8.3. Event support, including photography, for ceremonies

5.9. AGC provides coordination for the following AGC products and services:

5.9.1 Government telephone system components

5.9.2. Internet service providers by Navy Marine Corps Intranet (NMCI) and Navy GoWiFi

(hardwired)

5.9.3 Video conferencing services

5.9.4.. Satellite/Cable service

5.9.5 Security system

5.9.6. Building facilities support

5.9.7. Building Heating, Ventilation and Air Conditioning (HVAC) equipment and controls support (monitor and make adjustments)

5.10. Event Support

5.10.1. The Contractor shall provide support staff to ensure seamless, uninterrupted and successful event execution.

5.10.2. Provide support to the COR pertaining to technical aspects of supporting events including administrative and technical requirements, system types, etc.

5.10.3. Proper courtesy and military protocol shall be followed at all times.

5.10.4. Initiate corrective action as required to maintain continued system availability during events using best practices and in the timeliest manner possible.

5.10.5. Assist in defining clients’ requirements and matching the appropriate AGC tools and configurations to meet these requirements.

5.10.6. Provide continuous on-site, real-time event and technical support before, during and at the conclusion of events, activities and technical dry runs.

5.10.7. Insure all aspects of the technology to be used during the event are appropriate, accommodating and clearly planned using technical dry runs.

5.10.8. Setup and configure audio and video in the event rooms to include, but not limited to, the following based on the clients’ event requirements:

5.10.8.1. Microphones - lapel, handheld, wired/wireless and/or tabletop

5.10.8.2. Audio output devices – ceiling, wall and portable speakers

5.10.8.3. Audio sources - microphones, NMCI laptops or client provided laptops or audio device and satellite receiver

5.10.8.4. Audio devices - USB speaker and microphone conferencing units

5.10.8.5. Video displays - Video walls and monitors

5.10.8.6. Video sources - NMCI laptops, event provided laptops, video conferencing, event room cameras, satellite receivers, Blu-Ray/DVD player and/or video camera.

5.10.8.7. NMCI laptops

5.10.8. 8. NMCI network drops and wireless network availability and Navy GoWiFi network drops

5.10.8.9. Video conferencing and/or voice only teleconferencing

5.10.8.10. Conferencing telephones and optional extension microphones

5.10.8.11. Government telephone(s) option within event room

5.10.8.12. Video or audio recording of event

5.10.8.13. Presenter timer clock

5.10.8.14. Audio/video patching through floor box system in event rooms for client provided video recording or stenographer equipment

5.10.8.15. Power outlet availability at event tables

5.10.9. Using Microsoft Visio, document scaled table and chair layout static room configurations for each event room in order to maintain comfortable working space for each event attendee and proper areas of flow for entering, moving within the room and egress.

5.10.10. Modify Microsoft Visio scaled room configurations as needed for special events and assure that all layout and technical elements of the event are noted on the layout.

5.10.11. Ensure all AV, video conferencing and IT requirements are incorporated onto the

Microsoft Visio scaled event room configuration layouts.

5.10.12. Set up the interchangeable workspace event rooms. The room set-up requires lifting of tables, chairs, 8’x16’ platform stage and safety rails, computer monitors, and keyboard/video/mouse combination sets. Chair and table dollies and automotive floor creeper are available to assist with this process. Lifting and pushing will be required for moving the

4’x12’ sectional rolling room divider wall partitions. Some events will require climbing ladders to adjust/install/remove equipment.

5.10.13. Configure and/or reconfigure room chairs and tables for pre- and post- event layouts.

This may involve full size, half width, round tables and rolling and stackable chairs, portable room dividers and floor to ceiling moveable wall partitions.

5.10.14. Vacuum event room and common areas, assure tabletops are clean and backs of chairs are dusted following event room table and chair re-configurations.

5.10.15. Maintain the AGC’s business center for clients and event attendees.

5.10.16. Ensure all IT requirements are setup, made functional and tested during the event room setup process. All AV, telephone and IT elements must be completed prior to the start of the event.

5.10.17. Configure and/or reconfigure then test all IT and AV equipment within event room as required to meet technical requirements. This may involve setting up laptop docking stations, keyboards, mice, monitors, network/telephone/audio/video patch cables, floor box lids, conferencing phones, video peaking units, rolling monitors, rolling speakers, presenter time clock control unit, USB extenders, slide advance units, wired/wireless tabletop microphones and/or handheld microphone stands.

5.10.18. Post signage for the electronic and hard copy displays and placards.

5.10.19. Verify all systems are operational at the beginning of each morning and afternoon event sessions to include microphone batteries are at 100% capacity.

5.10.20. Setup and configure client laptops to interface with audio, visual, telecommunications, internet providers, video conferencing systems in support of events. This includes providing technical support to clients/attendees that require and/or use the AGC products and services.

5.10.21. Assist clients and remote attendees for all connectivity, audio and video issues during events.

5.10.22. Align and assure highest practical resolution possible and optimize brightness/contrast/hue settings for all video display devices in the center.

5.10.23. Adjust and balance microphones, microphone preamplifiers, receivers and mixing units for clearly audible/low noise voice reinforcement within event rooms and electronic collaboration systems, telephone conferencing, and video recording cameras. This shall be maintained at a level that will not reach audio feedback levels.

5.10.24. Reconfigure telephones and USB microphone speakers in support of events and/or facility functions as required.

5.10.25. Operate the AV control system and recommend to the COR updates for the functionality of the system to represent any changes in event room location, input/output status and AV switch assignments as required to support an event or the addition/change of technical capabilities with the Center.

5.10.26. Operate the lighting and AV systems as required by the event needs. Lighting on/off/dimming control required for breaks and during videos.

5.10.27. Operate video control required to send presentations, documents, agendas, spreadsheets, administrative remarks, seals/logos, videos, laptops, video conferencing, document cameras, media content, Blu-ray, satellite feeds, flat panels, video, remote collaboration sites and video recording feeds.

5.10.28. Operate audio control required to send/adjust sound from lapel/handheld/tabletop/ceiling microphones, workstation/laptop outputs, VTC, Blu-ray, satellite receivers to speakers, assisted listening, video camera inputs and audio digitizing units.

5.10.29. Operate the lighting, audio and video systems as required by the facility’s needs. This will include opening and closing, news/weather media distribution, etc.

5.10.30. Provide personnel to support video recording of events and next-day post video production to include recorded videos edited and compiled to fit on DVDs. Professional looking labels shall be produced and printed on the DVDs.

5.10.31. Provide personnel to support on and off-site photography and video recording of

NDW/NSAW events and ceremonies. Provide on-site personnel for same-day post video production to include recorded videos edited and compiled to fit on one DVD and still images selection/editing to create best-of compilation CD. Professional designed labels shall be produced and printed on the DVD and CD.

5.10.32. Provide technical support to analyze emergent or client-reported problems and to effect corrections as required.

5.11. Technical Support - Information Technology, Audio Visual and Telecommunications

5.11.1. The Contractor assigned onsite support staff must have in-depth knowledge, skill sets and experience to perform the tasks, responsibilities and requirements as detailed below for the hardware equipment, software and systems to include but not limited to those listed in

Attachment B and any subsequent changes.

5.11.1.1. IT/AV LAN services

5.11.1.2. AV and LAN systems integration

5.11.1.3. Network administration, policies and implementation

5.11.1.4. Audio, video and AV/IT capabilities

5.11.1.5. Maintenance and troubleshooting/repair

5.11.1.6. Design, specification, installation set-up and configuration

5.11.1.7. Upgrade/refresh hardware equipment, software and systems

5.11.1.8. Configuration management and track/report

5.11.1.9. Systems to include Dante Audio Network, Crestron control systems, Cisco switches

(multicasting), AMX switching and control, audio amplification, configuration, Biamp audio switching and control, Shure microphones, and the audio video infrastructure.

5.11.1.10. Initiate, update, sustain and renew RMF through the continuous monitoring and accreditation cycle

5.11.1.11. Risk Management Framework (RMF) processes for attaining/maintaining an

Authority to Operate (ATO) accreditation for compliance and in accordance with DoN, DoD and federal policies.

5.11.1.12. Information System Security Engineer (ISSE) responsibilities for the RMF continuous monitoring processes and ongoing compliance with security requirements

5.11.1.13. System documentation

5.11.1.14. Enterprise Mission Assurance Support Service (eMASS)

5.11.1.15. Policies and implementation

5.11.1.16. Artifacts

5.11.1.17. Diagrams and Schematics

5.11.1.18. Information Vulnerability Management

5.11.1.19. Security Compliance

5.11.1.20. Cyber Security Management

5.11.1.21. Vulnerability Scanning

5.11.1.22. Validation and Control Assessment

5.11.1.23. Malware Protection – Definitions and Updates

5.11.1.24. Configuration Management

5.11.1.25. Document Review

5.11.1.26. Asset Management

5.11.1.27. Continuous Improvement

5.11.1.28. Risk Management

5.11.1.29. Plan of Actions and Milestones (POAMs)

5.11.1.30. Software and Firmware Updates

5.11.1.31. Security Technical Implementation Guides (STIGS)

5.11.1.32. Security Reference Guides (SRGs)

5.11.1.33. Information Assurance Vulnerability Alerts (IAVAs),

5.11.1.34. Security Content Automation Protocol (SCAP)

5.11.1.35. Assured Compliance Assessment Solution (ACAS) Scans

5.11.1.36. Secure Host Base (SHB) and Host Base Security System (HBSS)/malware functions

5.11.2 Attachment B is subject to change and will track with Department of Navy (DoN) and

Department of Defense (DoD) policy.

5.11.3. Listed requirements/responsibilities apply to any and all new hardware, software and/or systems acquired by the AGC during the contract period.

5.11.4.Ensure integrity and operational status of all AV network and software prior to, during and upon conclusion of events.

5.11.5. Monitor and maintain performance of the AV network during events.

5.11.6. Provide network administration in the form of configuration management, back-ups, archiving and performance monitoring for the AV network. Notify the COR of any issues.

5.11.7. Perform network administration functions for Windows 10 or later network systems, Enterprise LTSC and Linux operating systems in compliance with the IT and cyber security requirements of the DoD, DoN, NDW and NSAW.

5.11.8. All work shall conform to industry best practices when possible within the DoD and DoN guidelines.

5.11. Coordinate with the COR for all aspects of the requirements/responsibilities listed in this

PWS related to configuration changes to all non-NMCI systems, including Windows systems, Cisco switches and other network devices operating in the environment as required.

5.11.9. Advise, develop and forward recommendations to the COR for:

5.11.9.1. Technical requirements and technical improvements.

5.11.9.2. Improvements and upgrades to operating systems, hardware and software.

5.11.9.3. Design, specify, setup, install, configure, maintain, track/report, diagram and operate.

5.11.9.4. Problem solving, researching and maintaining spreadsheet accuracy, and continuous effective operation of supported systems.

5.11.10. Provide operations and maintenance of hardware platforms, operating systems support, backup systems, and network operations support.

5.11.11. Keep up-to-date and be knowledgeable of all the latest versions of the hardware, software, firmware and systems, as they are made available by the manufacturer and/or vendors.

5.11.12. Provide support for installation of new software applications and upgrades to existing software applications when approved by the COR.

5.11.13. Install and test all software and firmware with COR concurrence. Validate operational availability.

5.11.14. Diagnose and resolve applications software and firmware problems.

5.11.15. Install and configure operating systems, hardware, software and peripheral devices according to NDW IT standards with the approval of the COR.

5.11.16. Perform backups and backup files to guarantee data recovery in the event of failure of the AV network for both local and off-site data storage of backups.

5.11.17. For continuous monitoring, check application logs, firewall logs and system logs and anti-malware scan results. Run Tenable ACAS scans and SCAP and address any findings, update switch IOS, implement STIGS and SRGs.

5.11.18. Maintain the DoD Secure Host Baseline (SHB) and Host Based Security System

(HBSS)/malware protection systems.

5.11.19. Capture metrics regarding cyber security compliance to include IAVAs, cyber security controls, electronic spillage and privacy disclosures.

5.11.20. Provide desktop and laptop setup, maintenance and configuration management.

5.11.21. Keep all hardware and software in repair, perform routine maintenance as required, and recommend upgrades to equipment, as necessary.

5.11.22. Perform routine maintenance and repair as required to maintain operating efficiency of the AV equipment and AV network. Report problems beyond routine maintenance and repair to the COR immediately.

5.11.23. Maintain all IT, audio, video, AV network and telephone equipment. This may include, but not be limited to, assuring proper airflow clearances, changing filters, cleaning lenses/screens/filters, providing UPS or filtered power sources, replacing batteries, tracking maintenance and licensing agreements, troubleshooting, coordinating with manufacturer technical support or repair technicians.

5.11.24. Maintain the LED video walls and monitors. Notify the COR immediately of any issues.

Resolve issues as soon as feasible in a manner seamless to the event.

5.11.25. Maintain, repair, and upgrade AV systems, and diagnose and fix problems or potential problems with the network and its hardware, software and systems.

5.11.26. Provide technical support to troubleshoot hardware, software and network problems.

5.11.27. Identify reoccurring problems, notify the COR and resolve.

5.11.28. During events, perform immediate troubleshooting/repair functions for professional audio, video, and telephone systems.

5.11.29. Notify the COR as soon as practicable of any issues requiring troubleshooting of IT, audio, video, telephone and video conferencing systems and the resolution.

5.11.30. For purposes of all IT, RMF, network administration, AV, telephone and systems, systems refresh and/or to add new capabilities, the Contractor shall recommend to the COR for approval any configurations/reconfigurations, system integration, installation, set-up, operation, cabling, diagram, administration and upgrading/refreshing of hardware equipment, software and systems, and permanent changes.

5.11.31. The Contractor will assist in the system design and technical specifications recommended options while coordinating closely with the COR.

5.11.32. Provide to the COR technical documentation and drawings, POA&Ms and other documents as needed for system changes.

5.11.33. Obtain technical guidance and approval from the COR for any changes, installation and/or integration of components/software to the IT, AV and/or telephone equipment. Notify the COR at the completion of any of these.

5.11.34. Network upgrades will be an on-going effort to ensure that the network stays current or near current with new technologies and to meet cyber security requirements. All upgrades shall be reflected in internal documents, reports and inventories.

5.11.35. Assist in the planning of any transition or obsolete equipment. Validate the specific hardware and software requirements for the designed network. Identify potential transition plan schedule changes. Coordination support may involve logistics, asset configuration and configuration management.

5.11.36. Install and integrate IT, AV and telephone equipment and associated infrastructure components such as cabling, connectors, racks, terminals/jacks, interface boxes and detailed labeling for any required changes to capabilities within the Center. Notify the COR prior to and upon completion.

5.11.37. Run cables/cabling throughout the workspace and be prepared to generate custom length Ethernet cables and terminate them for use as required. Contractor will navigate under the subfloor space for the purpose of running various cables throughout the Center for connectivity purposes. Cables include but are not limited to copper and fiber Ethernet, Coax, and XLR audio cables.

5.12. Facility Services and Design

5.12.1. The AGC is to be maintained as a professional Center with prestige level appearance.

Take the necessary steps to ensure the general cleanliness of the AGC’s spaces - event rooms, hallways, common areas, storage areas, kitchen, and office spaces, which involves vacuuming, mopping, polishing, dusting, trash removal, recycling, bright work, glass cleaning, etc. Areas include the entire second floor and first floor lobby and registration desk.

5.12.2. Identify and document facility-related safety concerns. Report these concerns to the

COR immediately.

5.12.3. Conduct daily end of day checks of the safe log that that specifies reason why it was necessary to open and facility security is to assure that each area is physically secured at the end of each workday. Support staff that secure each area are to check-off and sign out the appropriate areas on the end of day log.

5.12.4. Coordinate facility service calls and emails with the COR for the NSAW NAVFAC facilities office. Assist NSAW repair staff in accessing the situation and relaying the history regarding the issue. Service calls may include structural, plumbing, HVAC, lighting, safety, painting, elevator, and electrical maintenance. Maintain records of all service calls and assure that all facilities support contractors sign into the visitor log upon arrival.

5.12.5. Keep detailed records of maintenance trouble tickets and document results in MS Excel spreadsheet to include AGC ID number, NAVFAC ID number, date, time, type of repair, if safety issue, location, brief/detailed descriptions, if/when completed and notes.

5.12.6. Assist with the AGC’s controlled facility access badging system and electronic devices lockers.

5.12.7. Operate and monitor the computerized facility management system for HVAC to provide a comfortable working environment within each event room and supporting areas.

HVAC monitoring and control system to include Direct Digital Control (DDC) head-end workstation. Equipment monitoring and limited associated control of chillers, pumps, constant/variable volume air handler units, variable air volume above ceiling units, humidifiers, fresh air fans, exhaust fans, smoke evacuation fans, and computer room cooling units.

5.12.8. Make adjustments to the ambient room temperatures for constant volume Air Handling

Units (AHU) and supply air temperatures for variable air volume AHUs, as necessary. Verify that chilled water system supply temperature is within specification every morning and immediately call/email in a trouble service ticket if not.

5.12.9. Make recommendations to the COR for repairs and preventive maintenance required for continuity of the HVAC system.

5.12.10. Maintain operation of all IQ Air filtration units using three filtration stages finishing with HEPA located throughout the Center. Replace filters as needed, track usage and recommend when replacement filters are needed to maintain proper inventory.

5.12.11. Assist with the reading, coordination and analysis of architectural, plumbing, electrical, mechanical, reflected ceiling, structural drawings and submitted cut sheets. Create scaled design schematic drawings, details, conceptual floor plans, reflected ceiling plans, elevations and section drawings using either AutoCAD, MS Visio or by hand for use in presenting recommendations/options.

5.12.12. Assist with the reading of the original design/build architectural, structural, plumbing, electrical and mechanical drawings with the COR and Naval Facilities (NAVFAC) engineers and provide copies of selected sections as required.

5.12.13. Assist the COR in the design process for any facility refresh efforts to include specifications such as hardware, finishes, light fixtures, etc.

5.12.14. Photograph areas of the AGC for use in addressing repairs and/or refresh/reconfiguration efforts.

5.12.15. Photograph event room setup configurations.

5.12.16. Edit photographs using Photoshop or similar software to superimpose other images for use in creating a visual representation of a design recommendation.

5.12.17. Capture layout/floor plans, schematics and drawings to include:

5.12.17.1. AGC scaled event layout plans

5.12.17.2. Collaboratory Event Room, Strategic Planning Room, Planning room including all technical and administrative requirements

5.12.17.3. Event room setups including checklists

5.12.17.4. AV setup diagrams

5.12.17.5. Setup portable audio, video, microphone/sound, DV camera, etc.

5.12.17.6. Scaled equipment rack elevations

5.12.17.7. Scaled and detailed AV, telephone and AV network equipment

5.12.17.8. Patch panels for AV

5.12.17.9. IT and AV network diagrams

5.12.17.10. Overview/block diagrams of AV network

5.12.17.11. Switches

5.12.17.12. Devices by room

5.12.17.13. Scaled IT and AV floor plans

5.12.17.14. Equipment, racks and staff furniture

5.12.17.15. Wireless Access points

5.12.17.16. Facility access control and monitoring

5.12.17.17. Cleared areas for secure event(s)

5.12.17.18.. Scaled facility floor plans, elevations and details

5.12.17.19. Floor plans with square footages noted

5.12.17.20. Floor plans with furniture layout options

5.12.17.21. Floor plans with carpeting square foot areas detailed

5.12.17.22. Floor plans with painted wall square foot areas detailed

5.12.17.23. Facility floor plans, elevations and details

5.12.17.24. Floor plans for storage

5.12.17.25. Scaled floor plans for emergency egress and room capacity.

5.13. Logistics

5.13.1. The Contractor shall maintain and keep in good working order, all equipment owned by the Government.

5.13.2. Assist with the documentation of usage rates of consumables through periodic audits to project future expenditures and provide recommendations and purchase quotes. Track and obtain quotes for maintenance and service contracts for network hardware/software, AV equipment, filtration units and other items as required.

5.13.3. Assist the COR in identifying and documenting administrative and technical requirements to include cost proposals, justifications and quotes.

5.13.4. Produce technical documents such as design drawings and performance specifications, obtain quotes from venders, manufacturers and approved sources and compile quote information in spreadsheets for the COR to use in the procurement process.

5.13.5. Assist with maintaining the records of inventories to include plant property, equipment, hardware and software.

5.13.6. Coordinate with the COR to ensure the inventory records accurately reflect the current inventory at the start of the contract, and, subsequently, an annual inventory audit prior to the end of the base and option years and as required.

5.13.7. Assist with inventory of items received, inputting data relative to items received into the spreadsheet and affixing property labels as appropriate.

5.13.8. Assist with asset management and physical inventory control.

5.13.9. Assist with maintaining and updating the inventory. Fields to be maintained in the spreadsheet may include Category, Description, Location, Manufacturer, Model, Barcode, Serial

Number, Date Acquired, Refresh, Estimated Cost, Refresh Cycle, Refresh Date, Audit Date, and

Working Status.

5.13.10. Assist in maintaining physical location documentation of all NMCI assets. This includes wall plates, wireless nodes, switches, patches and printers.

5.13.11. Identify and track all equipment and hardware/software maintenance agreements and licenses, to include expiration dates.

5.13.12. Participate in software updates of all NMCI systems to follow DoN policies and procedures for cyber security patching and version upgrades.

5.13.13. Prepare AV network hardware for decommissioning and disposition when equipment has reached its End of Life, usefulness to the Center or reached a point of obsolescence.

5.13.14. In the case of hardware containing external hard drives and/or memory, those items must be under the guidance of the COR and prepared for a proper disposal. Items containing recyclable material (e.g. used UPS or other batteries) shall be prepared and coordinated with the COR for proper and safe recycling efforts through NSAW.

5.13.15. There may be occasional travel requirements to other facilities within the NDW region or other outside entities for deposition processing, package delivery/pickup, or in pursuit of expertise and proven practices used by other organizations.

5.16. Administrative Support

5.16.1. The Contractor shall prepare and review draft documents and correspondence as directed by the COR.

5.16.2. Compile a chronological history of events.

5.16.3. The Contractor shall create supporting documentation for data calls, explanations, briefs and charts, as needed. Research, data retrieval/filtering/compilation and analysis may be required. Formats of information to be provided shall be in Microsoft Word, Excel or other form as requested.

5.16.4. Draft analyses, presentations, notes, assessments and other material on various technical topics, as required for use by the AGC.

5.16.5. Maintain a file of onsite qualified personnel and qualified substitute resumes.

5.16.6. Maintain a file of completion of requisite Navy required training and Continuing

Educational Units (CEUs) training and certifications.

5.16.7. Develop and analyze the performance metrics used to demonstrate and measure overall effectiveness, as needed.

5.16.8. Track action items and progress made towards bringing items to closure.

5.16.9. Provide support to the COR in scheduling events, maintaining the events calendar and documentation relative to events to include but not limited to planning meetings, technical dry runs, tours and off-site events.

5.16.10. Tours will typically cover all aspects of having an event hosted at the AGC including both administrative and technical issues.

5.16.11. Attend planning meetings and technical dry runs and coordinate event taskings with the COR.

5.16.12. Document clients’ requirements in order to meet all of their AV requirements within the technical and spatial capabilities of the AGC.

5.16.13. Generate detailed pre- and post-event reports. At a minimum, this shall include the event requirements, the onsite and offsite video conferencing daily number of attendees, and notes on the technical aspects.

5.16.14. The Contractor shall provide documentation support to the COR for review and approval upon contract award, as required or directed and as updates occur. Final document deliverables must be submitted prior to the end of the contract year. The COR may specify additional delivery requirement dates. All items fall within the overall performance standard to maintain continuous operation and ongoing full functionality of the Center and are Contractor required deliverables. Format will be specified by the COR and may be hardcopy and in digital format using Microsoft Office software (unless otherwise specified).

5.16.15. The Contractor will draft, maintain and update documentation, which includes but not limited to the following documents:

5.16.15.1. Quality Control Plan (QCP)

5.16.15.2. System documentation. Develop, update and maintain documentation of IT, AV, RMF and telephone systems with schematics, diagrams, charts, elevations, and written descriptions.

The documentation described herein shall be developed in accordance with IEEE/EIA 12207, “Information Technology-Software Life Cycle Processes” unless otherwise specified.

Documentation will be provided by the Contractor in digital format using Microsoft Office software (unless otherwise specified). The Contractor will create, maintain and update the following documents:

5.16.15.2.1. Admiral Gooding Center Technical Support Equipment Standard Operating

Procedures

5.16.15.2.2. System/Subsystem Specification

5.16.15.2.3. User Interface Design Description

5.8.14.2.1.4. Software Product Specification

5.16.15.2.5. Software Computer Operator/User Manual

5.16.15.2.6. Equipment Procedure Manual

5.16.15.2.7. Other Applicable Documents

5.16.15.2.8.. Technical Reporting Requirements

5.16.15.2.9. Technical Documentation. Design drawings, performance specifications, diagrams, schematics, cabling, charts, elevations, tracking and reporting. Provide technical support for the development and maintenance of Plan of Action & Milestones (POA&Ms) to be used by the

COR to monitor, manage and track the performance of IT, AV, telecommunications and video conferencing.

5.16.15.2.10. IT and AV Security and Cyber Security Reports and Incident Reporting. Metrics for cyber security compliance to include cyber security controls, SHB, HBSS, RMF, ACAS, privileged user accounts, electronic spillage and privacy disclosures. Provide immediate response to support all network or user incidents. Escalate to the COR and provide support to ensure the service is restored and the incident is documented and reported to all appropriate personnel.

5.16.15.2.11. Configuration. Identify, record and report all IT and AV components: hardware, software and associated documentation, drawings and configuration files, including their versions, specific configurations and item relationships.

5.16.15.3. Standard Operating Procedures (SOP). Assist the COR in the development, revision and update of SOP manual for all operational and procedural instructions to include emergency procedures, facility equipment, contingency plans and classified event procedures. Inputs shall be submitted to the COR for review and approval.

5.16.15.3.1. Operational Procedures

5.16.15.3.2. Opening and Closing Procedures

5.16.15.3.3. Dry Run, Planning Meeting and Event Procedures

5.16.15.3.4. Continuity of Operations Plan (COOP), Contingency Plans, and Disaster Plan

5.16.15.3.5. Safety Manual and Emergency Procedures

5.16.15.3.6. Systems Security Plans and Procedures

5.16.15.3.7. Computer Controlled Panel and Video Switching Systems Operational Procedures

5.16.15.3.8. Configuration Management Procedures, Technical Drawings, Specifications and

POA&Ms and Other Related Documents

5.16.15.3.9. Security Training

5.16.15.3. 10. Classified Event Procedures

5.16.15.3.11. Facility Equipment Procedures

5.16.15.3.12. Network Administration Procedures

5.16.15.3.13. Audio Video Control System Procedures

5.16.15.3.14. Video Conferencing Procedures

5.16.15.3.15. Telephone Procedures

5.16.15.3.16. Lighting Control Procedures

5.16.15.3.17. HVAC/Digital Direct Control (DDC) Procedures

5.16.15.3.18. Cybersecurity Updates Procedures

5.16.15.3.19. Visio Procedures for Layout/Floor Plans, Schematics and Drawings

5.16.15.3.20. Inventory Procedures

5.16.15.3.21. Video Camera and Production Procedures

5.16.15.3.22. Technical Reporting Requirements and Procedures

5.16.15.3.23. Technical Reporting Requirements

5.16.15.3.24. Develop a complete user’s tutorial for all equipment and patching for conducting events to include but not limited to the AV control system, computer controlled facility panel and video switching systems.

5.16.15.4. Upon the COR’s request, provide such additional reporting, documentation, schedules, illustrations and other graphics in a timely manner, as are requisites to the various task activities of the contract and will include, but not be limited to:

5.16.15.4.1. Technical reports, data compilations, evaluations, and analyses.

5.16.15.4.2. Testing procedures, requirements, assessments and schedules.

5.16.15.4.3. Specifications, tabulations, engineering drawings, multi-media graphics, designs, concepts, diagrams, and circuits.

5.16.15.4.4. Inventory, life-cycle maintenance requirements, guidelines, schedules, procedures, instructions, corrective actions, etc.

5.16.15.4. 5.Purchase descriptions, proposals, equipment illustrations, and cost documentation.

5.16.15.4.6. The Contractor shall prepare and submit documentation as required to include but not limited to the following:

5.16.15.4.7. Sustainment. IT, AV, video conferencing and telephone hardware and software status, repairs and routine maintenance. Completion of installation, integration of components/software.

5.16.15.4.8. Anti-virus Network Protection. Documentation of the status of the system must be kept and must discuss the findings relevant to cyber security for the center and maintaining reliable event operations. The documentation will include but not limited to Scan Failures and

Anti-virus Definition Failures.

5.16.15.4.9. Network Patching Report. Report on the patching status for the week. Patching of all of the servers and workstations on the AGC network is a continuous process. The software and operating system patches address cyber security vulnerabilities alerts that are released routinely by DOD.

5.16.15.4.10. IT and AV Security Reports – Cyber Security and Incident Reporting. Metrics for cyber security compliance to include IAVAs, cyber security controls, SHB, HBSS, RMF, ACAS, electronic spillage and privacy disclosures.

5.16.15.4.11. Asset Management. Document inventory of AGC assets and usage rates of consumables through periodic audits to project future expenditures and provide recommendations.

5.16.15.4.12. Facility services, HVAC, Safety Concerns, and Security System. Report status of the facility. Annotate facility support service requests and issues related to safety, DDC/HVAC and security system and subsequent resolution.

5.16.15.4.13. Sustainment. Advisory notices for renewals of equipment and software maintenance and service contracts and end of life data. This includes but is not limited to quotes for maintenance and service contracts for network hardware/software, AV equipment, administrative and technical requirements to include cost proposals, justifications and quotes.

5.16.15.4.14. Security. Physical and event security, concerns and reporting of violations, if any.

5.16.15.4.15. Performance Metrics. Progress made, problem areas encountered, and recommendations, if any, for solutions. Recommendations may include solutions outside the scope of this contract.

5.16.15.4.16. Decisional Information. Analyses, presentations, notes, assessments, recommendations and other material on various technical topics, as required, for use by the

AGC.

5.16.15.4.17. Events Spreadsheet. An overview of dates and brief notes related to events, dry runs, planning meetings, tours, off-sites and other scheduled evolutions.

5.16.15.4.18. Key Event Equipment Status and Issues

5.16.15.4.19. Other reports as specified by the COR.

5.16.15.4.20. All problems and concerns shall be reported to the COR.

5.17. Security

5.17.1. AGC Facility Security

5.17.1.1. All Contractors shall be familiar with and must comply with the AGC opening and closing procedures. This shall include maintaining nightly closing sheets, verifying all spaces cleared of personnel and secured along with arming/disarming, as required.

5.17.1.2. Contractor staffs’ Information (name and telephone number) will be provided to the

NSAW Duty Officer for the emergency roster as an after hour point of contact and may be required to respond to after hour security and/or emergency issues.

5.17.1.3. Comply with current DoD/DoN privacy policy and procedures. Guidance includes

SECNAV 5211.5F and DONCIO applicable guidance.

5.17.1. 4. Immediately report known or suspected security violations/events, incidents and practices dangerous to security

5.17.1.5. Immediately report known or suspected electronic spillage of classified material to the

COR for further reporting to the NDW Security Manager and NDW/NSAW N6. Note that NDW must report the incident within one hour of discovery of a loss, compromise or theft.

5.17.1.6. Immediately report known or suspected unauthorized disclosure of Privacy

Act/Personally Identifiable Information (PII) to the COR for further reporting to the NDW

Security Manager. Note that NDW/NSAW must report the incident within one hour of discovery of a loss, compromise or theft of PII.

5.17.1.7. Assist with the control and usage of GSA approved storage containers (safes). Perform nightly check that all safe drawers are secure and maintain sign out sheet to that affect.

Immediately report any unintended open drawers of the GSA approved storage containers to the COR for further reporting to the NDW Security Manager. Maintain safe log holdings sheet to track in detail all secure items that enter/leave the GSA approved storage container(s) along with contact information of the client having courier card and the AGC contractor verifying the materials entering or leaving the safe(s).

5.17.2. Security Requirements for Classified Events

5.17.2.1. Adhere to all applicable DoD and DoN guidance and directives to ensure all security measures for conducting classified events are in place, as required. This includes visitor control in accordance with governing Department of the Navy Information Security Program (ISP) IAW

SECNAVINST 5510.36A and SECNAV M-5510.36 following Department of Defense (DoD) Manual

5200.01, Volumes 1-4, DoD Information Security Program. In the event of planned attendance by Foreign Nationals, security measures also conducted in accordance with DoD 5230.20.

5.17.2.2. The Contractor support staff shall configure the Center, technical infrastructure and equipment per DoD/DoN guidance and the AGC Event Security SOP.

5.17.2.3. Assist the COR with:

5.17.2.3.1 Coordinating with event client to assure all required security processes and procedures are followed.

5.17.2.3.2. Security operations for conducting classified discussions and/or presentations within the defined conference room.

5.17.2.3.3. Monitoring and controlling access.

5.17.2.3.4. Security access control system sufficient to operate, control and monitor internal spaces.

5.18. Cyber Security

5.18.1. The Contractor shall adhere to all applicable DoD and DoN cybersecurity directives and related guidance for prescribed methodologies while protecting information to support DoN missions. The Contractor shall use existing methods and processes in order to deliver secure, interoperable and integrated cybersecurity management and IT to the DoN and its contract support.

5.18.2. The Contractor shall ensure that all IT systems, software and interfaces meet

Government security certification standards and requirements appropriate to the particular classification level of operation as specified by the DoN, DoD, or other cognizant Government authority for the purposes of the above mentioned DoN goals.

5.18.3. The Contractor shall provide the COR with counterpart point of contact (POC) for the

NDW Security Manager and NDW/NSAW N6 Cybersecurity Manager. The cyber security POC shall:

5.18.3.1. Ensure all cyber security requirements are adhered to.

5.18.3.2. Ensure that the Contractor team is aware of all cyber security requirements.

5.18.3.3. Coordinate via the COR with the NDW/NSAW N6 Cyber Security Manager in all matters related to cyber security.

5.18.3.4. Fulfill the certification requirements DoDD 8570.01 and DoD 8570.01-M.

5.18.4. The Contractor shall also address these requirements within the Quality Control Plan.

5.18.5. The Contractor shall provide cyber security support to the AGC, working and coordinating with the COR and NDW/NSAW N6. The Contractor shall assure that all existing and future information systems (ISs) and AV systems, desktops, and corporate network components

(wired & wireless), unclassified and classified, adhere to and are certified in accordance with the DoD Risk Management Framework (RMF). The Contractor shall maintain and provide documentation demonstrating compliance with all policies, guidance, and directives stipulated by the NDW/NSAW N6.

5.18.6. The Contractor shall implement and document security as directed and as the tools are provided by NDW/NSAW N6 including the following: complete security testing and monitoring of all AGC IT assets; providing reports on the results of testing and monitoring; identifying security levels and the type of data being handled; monitoring system activity; assigning and testing strength of passwords; and reviewing audit trails to ensure compliance with all applicable security directives and procedures.

5.18.7. The Contractor shall review unclassified logs and, if directed by NDW N6, classified logs, in association with the cyber security management to define actions to ensure measurements meet DoD and DoN security requirements.

5.18.8. The Contractor shall perform testing and risk assessment of the AGC AV systems and provide results and reports as required. In order to document actions taken to resolve all cybersecurity issues, the Contractor shall provide after-action reports periodically (including monthly cyber security status reports) and recurring reports as required per incident, IAVA, or special event/activity. The templates for each type of report may be provided by NDW/NSAW

N6, the COR or Contractor.

5.18.9. The Contractor shall perform and document support services in satisfying user security, accreditation, and connectivity requirements. The Contractor shall implement DoD/DoN approved and cost-effective security countermeasures to protect AGC AV components.

5.18.10. The Contractor shall administer all security practices in accordance with NDW/NSAW

N6 standards. Contractors shall coordinate, report, comply with, and resolve…