DRAFT Performance Work Statement VSS Maintenance and Repairs.pdf

JAN 25

Performance Work Statement

Includes Performance Requirements Summary (PRS)

Video Surveillance System (VSS) Maintenance and Repairs

23 April 2025

Part 1 General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide preventative maintenance, corrective maintenance, on-call repairs as needed and Upgrades as available by the manufacturer on the Video Surveillance System (VSS) throughout Tobyhanna Army Depot in its entirety.

a. The government shall award a hybrid Firm Fixed Price (FFP) / Time & Materials Contract. (T&M)

b. Period of performance for this contract shall be for one (1) Base Year of 12 months and four (4) 12-month option years. These option years shall be exercised at the convenience of the government and are not guaranteed.

1.2 Background: Tobyhanna Army Depot requires maintenance and support services for its VSS to ensure continuous operation and reliability. The VSS is a critical component of the depot's security infrastructure and it is essential that the system is properly maintained and supported to ensure the safety and security of personnel and assets.

1.3 Scope: The Contractor shall provide non-personal service(s) and provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to perform services as described in Part 5 of this PWS and associated contract documents, except for those items (if any) specified in Part 3 Government Property and Services. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS and associated contract documents.

1.4 Objectives: The objective of this contract is to provide maintenance and support services for the VSS, including preventative maintenance, corrective maintenance, repairs and upgrades to ensure that the system operates at optimal levels and meets the depot's security requirements.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with (IAW) this PWS. The Contractor shall develop

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and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which it assures that the work provided complies with manufacturer's requirements, industry standards and the requirements of the contract.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within 30 days after the date of contract awardand no later than seven (7) days prior to any anticipated changes. (Deliverable D.001).

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within ten (10) days of receipt. If the Government has provided comments, the Contractor shall then have three (3) days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than three (3) days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

(a) A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team;

(b) How the Contractor will monitor work to ensure performance complies with all deliverables (etc. timelines, deadlines, and goals);

(c) How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses;

(d) How the Contractor will monitor and ensure staff qualifications remain current and valid including Department of Defense (DoD) Contractor Personnel Office (DOCPER) processes/approvals throughout contract performance;

(e) How the Contractor will ensure all keys issued will remain controlled items

(Paragraph 1.7 Key Control);

(f) How the Contractor will inventory and track maintenance of existing cameras.

(g) How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

(h) How the Contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

1.5.1.1 The Contractor shall inform the COR of issues or potential issues that might affect the performance within two (2) hours during working hours of identifying those issues.

Verbal reports shall be followed up by written reports within ten (10) days.

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day – January 1 Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – Last Monday in May Juneteenth – June 19th Independence Day - July 4 Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – November 11 Thanksgiving Day – 4th Thursday in November Christmas Day – December 25

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

1.5.4.1 Government Facility Office Hours: The Government facility office hours are 0700 to 1630, Monday through Friday except U.S. Holidays identified in paragraph 1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.2 Contractor Support Hours: The Contractor shall provide support between the hours of 0730 to 1600, Monday through Friday for routine services. Emergency Services shall be between the hours of 0730 to 1600, Sunday through Saturday. The Contractor shall maintain an adequate workforce at all times, for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for reasons such as national or state emergencies. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.5.4.2.1 Contractor Work Plan: The Contractor shall prepare and maintain a Work Plan. The plan, as a minimum, shall identify regularly scheduled work (to include location, work to be completed, timeline, etc.). The Contractor’s proposed Work Plan shall be submitted to the Contracting Officer via the COR for review within thirty (30) days after date of contract award (Deliverable D.002). The Government will review and either accept or return their comments to the Contractor within ten (10) days. The Contractor shall then have three (3) days to submit a Final Work Plan. Any proposed change to the accepted Final Work Plan is required to be resubmitted via the COR for review and acceptance by the Contracting Officer at a minimum ten (10) days prior to implementation. The timeline noted above shall apply for review and acceptance for proposed changes.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the United States Army Garrison, Tobyhanna Army Depot located in Coolbaugh Township Pennsylvania.

1.6 Security Operations (SECOPS) Requirements: Contractor shall abide by all requirements as listed in Exhibit #1 – TYAD Security Operations Requirements. In addition to the requirements listed in Exhibit #1, the contractor will be responsible for providing personnel able to access the installation with “unescorted access”. Tobyhanna Army Depot reserves the right to reject any contractor personnel from access to the installation who is unable to hold such access privileges (i.e., Government Escort Required).

1.7 Key Control: The Contractor shall establish and implement methods of making sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control (Deliverable D.003) that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying.

When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the payment due to the Contractor. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Quality Control Plan.

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.9 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter.

Meetings may start or end outside of regular duty hours.

1.10 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.11 Key Personnel: The following personnel are considered key personnel by the Government (Personnel are subject to change):

1. Charles (Chuck) Brown Contracting Officer’s Representative

2. Thomas Davis Physical Security Specialist (PSS)

1.11.1 The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an Alternate Contract Manager, who shall act for the Contractor when the Contract Manager is absent, along with a Curriculum Vitae (CV) for each of these individuals, shall be provided in writing to the Contracting Officer’s Representative no later than no later than five (5) days after contract award or during the post-award meeting. (Deliverable D.004). (Acceptance of the CV by the Contracting Officer is required before these individuals are permitted to perform any task on this contract.) The Contract Manager and Alternate Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or Alternate Contract Manager shall be available between 0730 and 1600. Qualifications for all key personnel are listed below:

a. Contract Manager and Alternate Contract Manager: The CV provided by the Contract

Manager and Alternate Contract Manager must demonstrate a minimum of 5 years’ experience within the past 10, working with similar contracts.

b. Technicians: The contractor shall ensure all technicians provided for this contract are possess the following certifications and/or training:

1. Milestone XProtect Advanced Certifications – Milestone Certified Integration

Technician (MCIT) and & Milestone Certified Design Engineer (MCDE).

2. BriefCam Partner Technical Training Certification.

3. Hanwha Wisenet Professional Certification

c. Special Qualifications: The Contractor shall ensure all technicians possess knowledge to ensure compliance with the HSPD-12 mandate and the new SP800-116 NIST recommendations.

1.12 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12.1 Contractor Identification Badges: Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification (AE Reg. 27-715). (For services at Child, Youth, and School Services where children are present, recommend personnel wear identification when children are present.)

1.13 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.14 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. The Contractor and Contractor personnel, shall not divulge or release data or information developed, or obtained under performance of this PWS, except to authorized Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.15 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/ the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.16 Safety: Contractor shall abide by all requirements as listed in Exhibit #2– Contractor

Safety Standards.

1.17 Environmental Compliance: Contractor shall abide by all requirements as listed in Exhibit #3 – Standard Specifications for Projects Under NEPA.

1.18 Notice to Proceed: The effective date of contract will constitute the date of notice to proceed http://www.dimoc.mil/resources/limitations/

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Contracting Officer – a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note:

The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor-acquired Property - property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – unless otherwise specified, a calendar day.

Defective Service – a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – as reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - all property owned or leased by the Government.Government property includes both Government-furnishedand Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property.

Government property does not include intellectual property and software.

Property Administrator - an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

High Level Objective (HLO) – a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure.

Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

Physical Security – the part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – the key Government-developed surveillance process document, and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Work Day - the number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

ACOR Alternate Contracting Officer's Representative AE Army in Europe AFARS Army Federal Acquisition Regulation Supplement AHA Activity Hazard Analysis AOR Area of Responsibility AR Army Regulation AT Anti-terrorism ATCTS Army Training Certification Tracking System CAC Common Access Card CCE Contracting Center of Excellence CFE Conventional Forces Europe CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DoD Department of Defense ECM Emergency Corrective Maintenance FAR Federal Acquisition Regulation FRG Federal Republic of Germany GFP Government Furnished Property HLO High Level Objective HIPAA Health Insurance Portability and Accountability Act of 1996 IA Information Awareness IAC Installation Access Control IACO Installation Access Control Office ID Identification IGCE Independent Government Cost Estimate IMD Information Management Division

IT Information Technology JTR Joint Travel Regulation JPAS Joint Personnel Adjudication System KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPSEC Operations Security PA Property Administrator PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PSS Physical Security Specialist PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Requiring Activity RCM Routine Corrective Maintenance RCO Regional Contracting Office SIGE Safety and Health Protection Plan TE Technical Exhibit TYAD Tobyhanna Army Depot USAG United States Army Garrison USAREUR United States Army Europe UOM Unit of Measure VSS Video Surveilence System

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3 Government Property and Services

3.1 Facilities: During the servicing period the contractor shall have limited use of the premises for the performance of their operations, including use of the site. The contractor’s use of the premises is confined to those areas where work is to be performed.

3.1.1 Keep driveways and entrances that service the premises clear and available to occupants at all times. Do not use these areas for parking or the storage of materials. Schedule deliveries to minimize space and time requirements for storage of materials and equipment on site.

3.2 Owner Occupancy: The employees of each building will occupy all work areas during normal business hours. The contractor shall cooperate with the occupants to minimize conflicts and facilitate usage. The contractor shall perform work so as to not interfere with the occupant’s use.

3.3 Utilities: All utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4 Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this

PWS.

4.2 Materials: The Contractor shall furnish all materials and supplies necessary to meet the requirements under this PWS.

4.3 Equipment: The Contractor shall furnish all necessary equipment necessary to meet the requirements under this PWS. This includes, but is not limited to, fork lifts, jacks, personnel lifts, ladders, test equipment, hand tools, power tools and safety devices.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide services for semi-annual preventative maintenance, corrective maintenance, emergency on-call repairs and additions/upgrades per the specific tasks listed below. All work shall be in accordance with manufacturers recommendations, Commercial Standards, Industry standards, Army Regulations http://armypubs.army.mil/, DoD Manuals http://www.dtic.mil/whs/directives/corres/pub1.html and any publications listed in Part 6.

5.2 Existing Conditions: TYAD’s VSS consists of numerous Fixed and Pan Tilt Zoom (PTZ) Hanwha Techwin cameras, workstations and servers as listed below. Additional Information and locations shall be disclosed upon award.

5.2.1 Fixed Cameras 73

5.2.2 Fixed-Multi Cameras One (1)

5.2.3 Pan Tilt Zoom (PTZ) Cameras 49

5.2.4 PTZ / 5mp Multi Cameras Four (4)

5.2.5 Workstations (BCDVideo/Dell) Five (5)

5.2.6 Recording Server (ARXYS) Two (2)

5.2.7 Analytic Server (BriefCam/Dell) One (1)

5.2.8 Management Server One (1)

5.3 Tasks: Contractor shall complete all tasks listed below and meet the standards (STD) and

Acceptable Quality Level (AQL) as outlined herein.

5.3.1 Semi-Annual Preventative Maintenance (PM):

The Contractor shall develop a maintenance plan for this contract and provide preventive maintenance (PM) services consistent with manufacturer recommendations to ensure continuous operation and reliability of the Video Surveillance System (VSS), as outlined in the scope of work. The scope of work shall include all cameras, equipment, components and parts installed and operational as of the effective date of this Contract. The cameras associated with this VSS shall assume an annual increase to account for a projected 10% growth in the number of cameras. The Contractor shall assume responsibility for maintaining all cameras added to the system on a yearly basis and shall plan and perform the PM tasks accordingly. The Contractor shall ensure that all necessary resources and personnel are allocated to complete the work in a timely and efficient manner.

The maintenance plan shall include, as a minimum, the following:

5.3.1.1 Check all system logs for errors or warnings and document in final report (see 5.4).

a. STD: All system logs should be reviewed and documented within 24 hours of the maintenance visit.

b. AQL: 100% of all system logs are reviewed and documented correctly, with no critical errors or warnings overlooked.

5.3.1.2 Verify all cameras are online and functioning correctly.

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http://armypubs.army.mil/ http://www.dtic.mil/whs/directives/corres/pub1.html

a. STD: 100% of cameras should be online and functioning correctly, with no more than 1% of cameras allowed to be offline due to scheduled maintenance.

b. AQL: 98% of cameras are online and functioning correctly, with any offline cameras identified and reported for repair.

5.3.1.3 During semi-annual PMs contractor will perform functionality tests of the BriefCam analytics software to ensure all functions are operational and proper playback of recorded video.

a. STD: A minimum of 15 cameras shall be viewed via BriefCam to ensure footage is being recorded and captured correctly. During each PM, cameras shall be randomly sampled and verified for correct storage and playback.

b. AQL: 13 cameras and their footage are correctly stored and playable, with no more than two (2) cameras showing signs of corruption or degradation in recorded footage.

5.3.1.4 Renew licenses for any software as needed.

a. STD: Contractor shall ensure all software licenses are renewed without interruption.

b. AQL: Zero deviation from standard.

5.3.1.5 Check for firmware updates and apply as needed.

a. STD: All firmware updates should be applied within 30 days of release, or as required by the manufacturer.

b. AQL: 95% of all firmware updates are applied within the required timeframe, with any delays documented and justified.

5.3.1.6 Check for software updates. When updated software is available, coordinate with

COR and Tobyhanna Army Depot’s IMD for installation.

a. STD: All software updates shall be coordinated with the COR and IMD, and applied within 30 days of approval or as required by the manufacturer.

b. AQL: 90% of all software updates are applied within the required timeframe, with any delays documented and justified.

5.3.1.7 Inspect cameras for wear and tear, dust, dirt or other obstructions and clean camera lenses.

a. STD: All cameras should be inspected and cleaned every 6 months, or as needed due to environmental conditions.

b. AQL: 95% of cameras are inspected and cleaned correctly, with no more than

2% of cameras showing signs of neglect or poor maintenance.

5.3.1.8 During PM services, if a repair is found by the contractor and is vital to the operation of the VSS, the contractor shall notify the COR immediately of needed repair and provide a time and materials quote for corrective maintenance as described under 5.3.2.

a. STD: All critical repairs should be identified and reported to the COR within 24 hours of discovery.

b. AQL: 98% of critical repairs are identified and reported correctly, with any delays documented and justified.

5.3.2 Routine Corrective Maintenance (RCM):

RCM is defined as service and/or repairs to the existing VSS components and associated parts/equipment during normal business hours (see 1.5.4). RCM shall utilize Original Equipment Manufacturer (OEM) parts or a manufacturer required/ recommended replacement if OEM part is no longer available. RCM shall be approved by the COR via email and/or approved quote prior to the start of any work. Repairs may consist of, but not limited to, overhaul, reprocessing, or replacement of non-functional parts or materials that have failed, that require continual repair, or show signs of imminent failure.

5.3.2.1 Contractor shall provide a response time within forty-eight (48) hours and repairs shall be made within seven (7) business days of notification of an issue.

a. STD: Respond to notifications within 24 hours and complete repairs within 5 business days of notification..

b. AQL: Respond to at least 95% of notifications within 48 hours, with an average response time of 24 hours or less. Complete at least 90% of repairs within 7 business days of notification, with an average completion time of 5 business days or less.

5.3.2.2 If parts and/or materials are not available and impact with required completion timeframe, contractor shall notify the COR immediately to discuss availability and other options to agree on repair completion.

a. STD: Notify the COR of parts availability issues within 2 hours of discovering the issue.

b. AQL: Notify the COR of parts availability issues within 4 hours of discovering the issue at least 90% of the time, and provide regular updates on the status of parts procurement and repair scheduling.

5.3.2.3 In the event of a simultaneous call for routine repairs, calls shall be prioritized by the COR or PSS. Contractor shall work with multiple RCM calls within the same day if time allows. The contractor shall provide a point of contact (POC) for RCM.

a. STD: Prioritize calls based on criticality and complete high-priority repairs within 2 business days.

b. AQL: Prioritize calls based on COR or PSS direction and complete at least 85% of high-priority repairs within 3 business days, while managing multiple calls efficiently to minimize delays.

5.3.2.4 Any repair work shall include inspection, testing, adjustment, calibration or programming as required to complete the service request.

a. STD: Complete all necessary inspection, testing, adjustment, calibration, and programming for 100% of repairs.

b. AQL: Complete all necessary inspection, testing, adjustment, calibration, and programming for at least 95% of repairs, with documentation and verification of work completed, and rectify any defects or issues within 1 week of completion.

5.3.3 Emergency Corrective Maintenance (ECM):

ECM is defined as any request for critical service and repairs to the existing VSS components and associated parts/equipment during normal business hours (see

1.5.4). ECM shall utilize Original Equipment Manufacturer (OEM) parts or a manufacturer required/recommended replacement if OEM part is no longer available.

ECM shall be approved by the COR via email and/or approved quote prior to the start of any work. Repairs shall consist of, but not limited to, overhaul, reprocessing, or replacement of non-functional parts or materials that have failed and are a critical service.

5.3.3.1 Emergency determination will be made by the COR/PSS.

a. STD: The COR or PSS shall make an emergency determination within 1 hour of being notified of a potential emergency.

b. AQL: The COR or PSS shall make an emergency determination within 2 hours of being notified, with a minimum of 90% accuracy in determining true emergencies.

5.3.3.2 Contractor shall provide a response within four (4) hours and repairs shall be made within two (2) calendar days.

a. STD: The contractor responds within 2 hours and completes repairs within 1 calendar day, with a minimum of 95% success rate in resolving the emergency.

b. AQL: The contractor responds within 4 hours and completes repairs within 2 calendar days, with a minimum of 85% success rate in resolving the emergency.

5.3.3.3 If the emergency is determined to have been mitigated in some way (i.e. the mission is not immediately impacted) and there is agreement between the contractor and the COR, the request may be downgraded to routine.

a. STD: The contractor and COR and/or PSS agree to downgrade an emergency to a routine task within 30 minutes of discussing the situation, with a minimum of 90% agreement rate between parties.

b. AQL: The contractor and COR and/or PSS agree to downgrade an emergency to a routine task within 1 hour of discussing the situation, with a minimum of 80% agreement rate between parties.

5.3.3.4 If parts and/or materials are not available and impact the required completion timeframe, the contractor shall notify the COR immediately to discuss availability and other options to agree on repair completion.

a. STD: The contractor notifies the COR of unavailable parts or materials within 30 minutes of discovering the issue, and provides a recommended solution or alternative within 1 hour.

b. AQL: The contractor notifies the COR of unavailable parts or materials within 1 hour of discovering the issue, and provides a recommended solution or alternative within 2 hours.

5.3.4 VSS On-Site Training

Contractor shall perform formal in-person, on-site training twice during the full five (5) year contract at the time requested by the COR of PSS. Training requirements are as follows:

a. Contractor shall provide complete training for up to five (5) applicable TYAD users determined by the COR/PSS on all software and servers to include, but not limited to, user management access levels, analytics, diagnostics and basic maintenance functions.

b. Contractor shall maintain accurate and complete records of all training provided to end-users and administrators. Reports shall include at minimum, a syllabus of topics trained, length/duration of training, Name of Trainer and Trainee(s) with email addresses. SHOULD THIS BE D.005?

5.4 Reports and Records:

5.4.1 Maintain accurate and complete records of all work performed. Reports shall include

PM and findings or concerns, RCM, ECM and any and all miscellaneous repairs.

Provide reports to the COR on work performed no later than thirty (30) days upon completion of work. (Deliverable D.005)

a. STD: The contractor submits accurate records of completed work, findings or concerns within 30 days upon completion.

b. AQL: Pass or Fail.

5.5 Service Contract Reporting IS THIS REQUIRED?

5.5.1 System for Award Management (SAM) Service Contract Report (SCR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Tobyhanna Army Depot via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.sam.gov. Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

Contractors may direct questions to the help desk by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website. From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract period of performance ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the SAM SCR requirement.

Steps for Submitting a Service Contract Report (SCR)

1. Go to www.sam.gov and log in.

2. Select Entity Registrations and then select Service Contract Reporting.

3. SAM displays your entities which have service contracts and meet the reporting criteria.

Select View by entity to see the service contracts for each entity.

4. Next, select Add for the service contract against which you want to create a Service

Contract Report. Each service contract which meets the FAR Subpart 4.1703 reporting thresholds is displayed.

5. You will be taken to the Complete Service Contract Report page. SAM displays the contract details and allows you to report. You are required to enter the following information:

• Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous Government fiscal year under the contract (this amount should include the prime and any subcontract amount).

DRAFT

http://www.sam.gov/

• Prime Contractor Hours Expended: Prime contractor direct labor hours expended on the services performed during the previous Government fiscal year. The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee (FTE) equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

6. Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

7. When you are ready to submit the report, select Submit. This saves your report and returns you to the Select Service Contract page where you can create other SCRs or edit an existing SCR.

Steps for Editing a Submitted Report

1. Follow steps 1-4 above. Any previously submitted SCR will have a View/Edit button instead of an Add button.

2. Select View/Edit. You will be able to view the current SCR, edit available fields, and resubmit the record. You can also delete previously entered information altogether.

STD: All information provided by the Contractor shall be accurate, complete, and not exceed suspense dates noted in corresponding paragraph above.

AQL: 100% Compliant

PART 6

APPLICABLE PUBLICATIONS

6.1 Applicable Publications (Current Editions)

6.1.1 Department Of Defense Contract Security Classification Specification (DD Form 254)

6.1.2 Department of Defense Security Agreement (DD Form 441)

6.1.3 National Industrial Security Program Operating Manual (DoD 5220.22-M)

6.1.4 Installation Access Control (AE Reg 190-16)

6.1.5 The Army Physical Security Program (AR 190-13)

6.1.6 Contractor Identification (AE Reg 27-715)

6.1.7 U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1)

6.1.8 Information Assurance Workforce Improvement Program (DoD 8570-M)

6.1.9 Information Assurance Training Certification and Workforce Management Directive

(DoDD 8570.01)

6.1.10 Information Assurance (AR 25-2)

6.1.11 Electromagnetic Compatibility Directive (2004/108/EC)

6.1.12 Policies and Procedures for Property Accountability (AR 735-5)

6.1.13 Exhibit #1 – TYAD Security Operations Requirements

6.1.14 Exhibit #2 – Contractor Safety Standards

6.1.15 Exhibit #3 – Standard Specifications for Projects Under NEPA

PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule

TECHNICAL EXHIBIT A

Performance Requirements Summary (PRS)

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY LEVELS

(AQLs)

METHOD OF

SURVEILLANCE

PRS#1 - PWS para (5.3.1.1)

The contractor shall check all system logs for errors or warnings and document in final report.

All system logs should be reviewed and documented within 24 hours of the maintenance visit.

100% Compliance

Zero Deviation from standard

100% Inspection

Customer Feedback

PRS#2 - PWS para (5.3.1.2)

The contractor shall verify all cameras are online and functioning correctly.

100% of cameras should be online and functioning correctly, with no more than 1% of cameras allowed to be offline due to scheduled maintenance.

98% Compliance with any offline cameras identified and reported for repair.

Periodic Inspection

PRS#3 - PWS para (5.3.1.4) Renew licenses for any software as needed.

Ensure all software licenses are renewed without interruption.

100% Compliance

Zero Deviation from standard

100% Inspection

PRS#4 - PWS para (5.3.1.5)

The contractor shall check for firmware updates and apply as needed.

100% of firmware updates should be applied within 30 days of release, or as required by the manufacturer.

95% Compliance with any delays documented and justified.

Periodic Inspection

PRS#5 - PWS para (5.3.1.7)

The contractor shall inspect cameras for wear and tear, dust, dirt or other obstructions and clean camera lenses.

All cameras should be inspected and cleaned every 6 months or as needed due to environmental conditions.

95% Compliance, with no more than 2% of cameras showing signs of neglect or poor maintenance.

Random Sampling DRAFT

PRS#6 - PWS para (5.3.2.1)

The contractor shall provide a response time within forty-eight

(48) hours and repairs shall be made within seven (7) business days of notification of an issue.

Respond to notifications within 24 hours and complete repairs within 5 business days of notification.

95% Compliance, within 48 hours and complete 90% of repairs within 7 days.

100% Inspection

PRS#7 - PWS para (5.3.2.4)

Any repair work shall include inspection, testing, adjustment, calibration or programming as required to complete service requests.

Complete all necessary inspection, testing, adjustment, calibration, and programming for 100% of repairs.

95% compliance, with documentation and verification of work completed, and rectify any defects or issues within 1 week of completion.

PRS#8 - PWS para (5.3.3.2)

The Contractor shall provide a response within four (4) hours and repairs shall be made within two (2) calendar days

Respond within 2 hours and complete repairs within 1 calendar day, with a minimum of 95% success rate in resolving the emergency.

The contractor responds within 4 hours and completes repairs within 2 calendar days, with a minimum of 85% success rate in resolving the emergency.

PRS#9 - PWS para (5.4.1)

The Contractor shall maintain accurate and complete records of all work performed.

Reports shall include PM and findings or concerns, RCM, ECM and any and all miscellaneous repairs.

The contractor shall submit an accurate record of completed work, findings or concerns to the COR within 30 days upon completion of work.

100% compliance

PRS #10 - Service Contract Reporting

(SCR)

PWS 5.5

The Contractor shall completely fill in all the information in the format using the following web address www.sam.gov The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. The reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. If the contract period of performance ends prior to September 30, the contractor has 30 days from the end date of the contract to complete the SCR requirement.

Zero Deviation from Standard

100% Inspection

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To D.001 - Quality Control Plan

(QCP) -

(paragraph…