DRAFT PWS Video Collaboration Systems Maintenance Services - RFI N0018926RFIDL001.pdf

Performance Work Statement (PWS) for Video Collaboration Systems

Rooms Maintenance and Support Services

1.0 Introduction:

NAVSUP Business Systems Center (BSC) is hosting the NAVSUP Video

Collaboration Systems Community of Interest (COI) System on behalf of NAVSUP. NAVSUP requires maintenance and contractor support services to provide maintenance, upgrades, new installations, configurations, and de-installation of video conference rooms. The maintenance will be a firm fixed price task order invoiced on a monthly basis.

2.0 Background:

The NAVSUP BSC Collaboration Systems Program Office provides video conference operations, maintenance, and upgrades to equipment, and support throughout the entire NAVSUP Enterprise and is centrally managed. It advocates the use of video teleconference (VTC) VTC/Teams conferences as the primary communications resource for simultaneous transfer of voice, video, and data internal/external to NAVSUP. The Collaboration

Systems Program provides the NAVSUP Enterprise with near-immediate access to all Department of War (DOW) and non-DOW customers worldwide. As a standards-based program, it supports video conferences which allow for multi-point face-to-face equivalent meetings with both Government (deployed and ashore) and commercial sites worldwide. Secure IP Video Conference capability is available in several Continental United States

(CONUS) and Outside the Continental United States (OCONUS) facilities. The expansion of and reliance on video conference capabilities throughout DOW in basic business, corporate improvements, customer-focused business, training, realignment and consolidation have all contributed to the need for a more proactive and progressive approach to maintaining and improving existing technology. Enterprise video conference systems are added and/or upgraded relative to business cases. Given the current reduction in travel, full video conference operations for all current systems in place is critical to continued business in and around the NAVSUP Enterprise.

2.1 Requiring Organization:

The organization requiring the services outlined in the Performance Work Statement (PWS) is:

NAVSUP Business Systems Center

5450 Carlisle Pike Suite 409

Mechanicsburg PA 17050-2411

2.2 Project Description:

The purpose of this PWS is to obtain contract services for the

NAVSUP worldwide Video Collaboration Systems Rooms Maintenance and Support.

3.0 Scope:

Except as noted, the contractor shall furnish all personnel, facilities and services required to provide video collaboration systems maintenance (preventive and corrective), new installations/de-installations and technical services in accordance with this PWS. The contractor shall provide maintenance and support for the video collaboration systems studios/conference rooms (and provide the same level of support for any additional sites added via contract modification during the contract performance period). The contractor shall also provide video collaboration systems equipment maintenance

(preventive and corrective) and the following services:

technical, installation, system removal or de-installation, configuration and perform Move Add Change (MAC) services for current and any newly funded requirements which may fall under any of these categories during the life of this contract. The contractor shall provide video collaboration systems room upgrades, install, test and maintain additional sites as identified and approved. The bulk of the A/V equipment will be procured by the Government; however, replacement or new cabling, switches, and audio/video (A/V) hardware may need to be purchased by the contractor for maintenance, upgrades, and new installation using the materials Contract Line Item Number

(CLIN). This may also cover hardware needed to complete a task but not known when ordering equipment and starting an installation\upgrade project. Unrepairable equipment replacements will be provided by the Government when possible and if the Government cannot provide the parts/equipment in a timely manner then the contractor may need to purchase said parts and be reimbursed by the Government via the ODC CLIN. All decommissioned equipment will remain the property of NAVSUP BSC unless specified differently by NAVSUP BSC.

This requirement is for the maintenance, installation, configuration and technical services required to support all

NAVSUP Collaboration Systems Community of lnterest (COI) sites delivered via Government provided network service, i.e. IP based. The NAVSUP COI includes the NAVSUP Enterprise sites listed in Appendix A (and any additional sites added during the performance of this contract), both CONUS and OCONUS.

Specifically included are:

a. Staffing and operation of a Maintenance and Technical

Assistance Center, including a Help Desk for all sites that fall under this project. This includes providing the NAVSUP

Collaboration Systems COI Operations Office notice including a list of part numbers, serial numbers, warranties/coverages, make/model and manufacturers of equipment when it is changed out due to repair or upgrade to new equipment at any site.

b. On-site preventive and corrective maintenance of all AV equipment, including minor and routine repairs.

c. Support of the Crestron and AMX touch panel control systems. The code installed to control these panels will remain the property of NAVSUP BSC.

d. Support for additional new/upgrades to video collaboration rooms that are stood up during the period of performance (PoP) and the associated preventive and corrective maintenance to include: site surveys, installation, configuration, testing and the same technical support for sites listed in Appendix A.

Also support for the de-installation of any systems deemed not needed any longer for the PoP.

4.0 Directives:

The contractor shall comply with the following directives, and any updated/future versions as they are released:

• Federal Information Security Modernization Act of 2014

(“FISMA”)

• Common Criteria for Information Technology Security

Evaluation, Part 3: Security Assurance Components, April

2017, Version 3.1, Revision 5, CCMB-2017-04-003

• DoDI O-2000.16-V1, DoD Antiterrorism Program Implementation, 17 November 2016 (incorporating Change 3, 7 May 2021)

• DoDD 5205.02E, OPSEC, 20 June 2012 (incorporating Change 2, 20 August 2020)

• SECNAV 3070.2A, Navy OPSEC, 9 May 2019

• SECNAVINST 5500.35, Navy Physical Security Program, 22

February 2022

• NAVSUPINST F5500.3, Insider Threat, 17 August 2020

• DoD Instruction 5400.11, DoD Privacy and Civil Liberties

Programs, 29 January 2019 (incorporating Change 1, 8

December 2020)

• DoD Directive 8000.01, Management of the DoD Information

Enterprise, 17 March 2016 (incorporating Change 1 July

2017)

• DoD Directive 8140.01, Cyberspace Workforce Management, 5

October 2020

• DoD Instruction 4161.02, Accountability and Management of

Government Contract Property, 27 April 2012 (incorporating

Change 2, 31 August 2018)

• DoD Instruction 8320.07, Implementing the Sharing of Data, Information, and Information Technology (IT) Services in the Department of Defense, 3 August 2015 (incorporating

Change 1, 5 December 2017)

• DoD Instruction 8500.01, Cybersecurity, 14 March 2014, Change 1, 7 October 2019

• DoD Instruction 8510.01, Risk Management Framework (RMF) for DoD Systems, 19 July 2022

• DoD Instruction 8582.01, Security of Non-DoD Information

Systems Processing Unclassified Nonpublic DoD Information, 9 December 2019

• DTM 24-001, DoD Cybersecurity Activities Performed for

Cloud Service Offerings, 27 February 2024

• SECNAVINST 5510.36B, DoN Information Security Program, 12

July 2019

• 252.239-7001 Information Assurance Contractor Training and

Certification (Please note that contractors are still held to DoD 8570 until DFARS is updated.)

• DoDM 8140.03, Cyberspace Workforce Qualification and

Management Program, 15 February 2023

• DoD 8570.01-M Information Assurance Workforce Improvement

Program, December 19, 2005, Incorporating Change 3, January

24, 2012

• SECNAV Instruction 5211.5F, Department of the Navy Privacy

Program, 20 May 2019

• SECNAV Instruction 5239.3C, DON Cybersecurity Policy, 2 May

• OPNAVINST 5239.1D, U.S. Navy Cybersecurity Program, 18 July

• OPNAVINST 5239.4, Chief of Naval Operations Cybersecurity

Safety Program, 14 September 2018

• SECNAV Manual M-5239.2, DON Cyberspace Information

Technology and Cybersecurity Workforce Management and

Qualification Manual, 27 June 2016

• SECNAV M-5239.3, Department of the Navy Cybersecurity

Manual, April 2022

• SECNAV Manual M-5510.30C, Department of the Navy Personnel

Security Program, 24 January 2020

• CJCSI 6211.02D, Defense Information Systems Network (DISN)

Responsibilities, 24 January 2012

• DoD Public Key Infrastructure (https://cyber.mil/pki-pke)

• ISO/IEC/IEEE 12207:2017 Systems and Software Engineering –

Software Life Cycle Processes

• ANSI/EIA 649C-2019 – Configuration Management Standard

• ANSI/EIA 836B-2015 – Configuration Management Data Exchange and Interoperability

• Federal Risk and Authorization Management Program

(“FedRAMP”)

• Department of Defense Cloud Computing Security Requirements

Guide, Version 1, Release 4, dated 14 January 2022

• All applicable Security Requirements Guides, Security

Technical Implementation Guides, and National Security

Agency security configuration guides when assessment and authorization is required

• NIST SP 800-37 Revision 2, Risk Management Framework for

Information Systems and Organizations, December 2018

• U.S. Navy Risk Management Framework Process Guide, Version

4.0, 5 March 2024

• NIST SP 800-53 Revision 5, Security and Privacy Controls for Information Systems and Organizations, September 2020, includes updates as of 10 December 2020

• NIST SP 800-53A Revision 5, Assessing Security and Privacy

Controls in Information Systems and Organizations, January

• NIST SP 800-171r3, Protecting Controlled Unclassified

Information in Nonfederal Systems and Organizations, May

• NIST SP 800-171Ar3, Assessing Security Requirements for

Controlled Unclassified Information, May 2024

• NAVSUPINST 5239.5, Cybersecurity and Defensive Cyberspace

Operations Policy, 25 March 2019

• ISO/IEC 19770-1:2017 – Information Technology – IT Asset

Management – Part 1: IT Asset Management Systems -

Requirements

• ISO/IEC 19770-2:2015 - Information Technology -- Software

Asset Management -- Part 2: Software Identification Tag

• ISO/IEC 19770 Series - Information Technology – IT Asset

Management

• A Guide to the Project Management Body of Knowledge (PMBOK®

Guide) - Seventh Edition

• Section 508 of the Rehabilitation Act of 1973 (amended by the Workforce Investment Act of 1998, 7 August 1998)

• SECNAVINST 5720.44C - DON Public Affairs Policy and

Regulations, 21 February 2012, Change 2 10 April 2019

(specifically, Chapter 7: Public Communication on the

Internet)

• SECNAVINST 5510.30C, Department of Navy Personnel Security

Program, 24 January 2020

• Homeland Security Presidential Directive (HSPD)12, Policy for a Common Identification Standard for Federal Employees and Contractors, 27 August 2004

• DoD Manual 5200.02, Procedures for the DoD Personnel

Security Program (PSP), 3 April 2017

• DoD Manual 5200.08-R, Physical Security Program, 27 May

2009, 3 April 2017

• DoD Instruction 5200.48, Controlled Unclassified

Information (CUI), March 6, 2020

• NSAMECHINST 5530.1C CH-1, Naval Support Activity

Mechanicsburg Installation Access Control, 23 August 2019

• DFARS 252.204-7012, Safeguarding Covered Defense

Information and Cyber Incident Reporting” from the memorandum Updated Implementation of “the DIB Memo” dated

06 Sep 2019

• SECNAVINST 5200.43A, Government Furnished Property, Accountability and Management, 10 September 2021, Change 1

4 August 2022

• Executive Order 13467 as amended, Establish the Roles and

Responsibilities of the National Background Investigations

Bureau and Related Matters, 30 June 2008

• Executive Order 13526, Original Classification Authority, 29 December 2009

• DoD 5220.22-M, National Industrial Security Program

Operating Manual, 18 May 2016

• DoD 5220.22, Volume 2, National Industrial Security

Program: Security Procedures for Government Activities

Operating Manual, 1 August 2018

• DoDM 5200.01 Volume 1, DoD Information Security Program:

Overview, Classification, and Declassification, 4 May 2018

• DoDM 5200.01 Volume 2, DoD Information Security Program:

Marking of Information, 14 May 2019

• DoDM 5200.01 Volume 3, DoD Information Security Program:

Protection of Classified Information, 19 March 2013

5.0 Requirements/Tasks: The contractor shall be obligated

contractually to perform every requirement in this performance work statement. Not every performance requirement has a related standard expressed in this document. In such cases the performance standard is either inherent in the requirement or performance is to be in accordance with standard commercial practice.

Per DFARS 211.106, contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. In addition, contractor personnel shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

5.1 Video Collaboration Systems Maintenance and Technical

Assistance Center

In section 5.1, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

Design Engineer, Technical Support Engineer, Systems Programmer, and/or Client Services Support Specialist.

5.1.1 The contractor shall operate and maintain a Video

Collaboration Systems and Technical Assistance Center. This center is responsible for overall coordination and management of all Video Conference Maintenance Services. This function/support shall be provided 12 hours a day, 5 days a week (Monday to

Friday), between 0700 and 1900 Eastern Time.

a. The contractor shall provide a toll-free number to assist all NAVSUP Collaboration Systems COI sites.

b. The toll-free service shall support simultaneous and multi-line calls.

Performance Standard: Contractor must provide support 12 hours a day, 5 days a week (Monday to Friday) between 0700 to 1900

Eastern Time.

Assessment Method: The Technical Assistant (TA) will ensure the

Contractor is meeting the support requirements by calling in for support and speaking to other Government personnel who call in for support.

5.1.2 The Contractor shall provide a Video Collaboration

Systems Maintenance Help Desk and Outage/Repair Support for the equipment listed in Appendix (A). The Contractor shall accept requests for maintenance services from NAVSUP Video

Collaboration Systems COI facilitators for system outages/emergencies. A list of facilitators will be provided at time of award. The contractor resolves system operational problems by troubleshooting and performing fault isolation.

Repairs, replaces, or reprograms faulty equipment, as required.

Performance Standard: The Contractor must provide help desk support 12 hours a day, 5 days a week (Monday to Friday) between

0700 and 1900 Eastern Time. The volume of calls is typically low

(1-3 calls per week), and a dedicated help desk is not required.

For CONUS Video Collaboration Systems rooms, the contractor shall respond to the Government's request for assistance within

2 business hours. The contractor shall complete corrective actions within 8 business hours of the original request. For

OCONUS Video Collaboration Systems rooms, the contractor shall respond to the Government's request for assistance within 2 business hours, the contractor shall complete corrective actions within 24 consecutive hours of the original request. There may be instances where completion within these timeframes is deemed not possible by the TA due to the need for parts/scheduling of the room, and the TA may grant extensions on these deadlines in this instance.

Assessment Method: The TA will ensure the contractor is meeting the support requirements by contacting the Help Desk for support and by sending queries to the video conference community. Also, the TA will monitor trouble reports provided by the contractor and randomly contact video conference site Points of Contact

(POCs) to ensure corrective action was taken.

5.1.3 The contractor shall provide the NAVSUP Video

Collaboration Systems COI Operations Office notice, including a list of part numbers, serial numbers, warranties/coverages, make/model, and manufacturers of equipment, when it is changed out due to repair or upgrade (or de-install) to new equipment installed at any site.

Performance Standard: Equipment list is due to the TA within one week after the repair/change of equipment.

Assessment Method: The TA will ensure the list is received by the due date and will ensure accuracy by randomly checking information provided.

5.2 Video Collaboration Systems Room Preventive and Corrective

Maintenance

In section 5.2, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

The contractor shall maintain all facilities, equipment, and personnel required for preventing and correcting deficiencies of all NAVSUP Video Collaboration Systems COI systems. The contractor shall be responsible for shipment and return of all equipment for performing preventive and corrective maintenance.

The contractor will resolve system operational problems by troubleshooting and performing fault isolation, and will repair, replace, or reprogram faulty equipment, as required. The contractor shall provide preventive maintenance once a year at all NAVSUP Video Collaboration Systems COI sites to include the following:

•Align the room cameras

•Perform an audio alignment on each microphone

•Test the room controller's interface by executing each menu button

•Upgrade CODEC and control systems software to Defense

Information Systems Agency (DISA) standards

•Clean display screens and fan assemblies on each display

•Clean fan assemblies on rack-mounted equipment

•Check room operation via a test call

•Identify any issues\deficiencies with the room\system from the customer POC and make corrections or develop a plan of action while on site to resolve the issue.

•Write down and verify all equipment with model numbers and

Serial numbers and update the online equipment list for each room each time a PM is performed.

The contractor shall provide corrective repair services on an as needed basis.

This task includes possible equipment/material procurement using the contract materials CLIN (approval from TA and/or COR is needed prior to purchase). Examples include: cables, connectors, cabinet fans, extenders, switches, microphones, speakers, power supplies, adaptors, fasteners, and miscellaneous other peripheral items.

Performance Standard: Preventive and corrective maintenance, to include updating firmware/software to latest approved version shall take place on site once within each 12-month period at all

NAVSUP Video Collaboration Systems COI sites. For CONUS Video

Collaboration Systems sites, the contractor shall respond to the

Government's request for corrective repair assistance within 2 business hours. The contractor shall complete corrective actions within 8 business hours of the original request. The Government anticipates 1-3 CONUS trouble calls per week. For OCONUS Video

Collaboration Systems sites, the contractor shall respond to the

Government's request for corrective repair assistance within 2 business hours, and the contractor shall complete corrective actions within 24 consecutive hours of the original request. The

Government anticipates 1-3 OCONUS trouble calls per month. There may be instances where completion within these timeframes is deemed not possible by the TA due to the need for parts/scheduling of the room, the TA may grant extensions on these deadlines in this instance.

Assessment Method: The TA will ensure yearly maintenance takes place at all sites by contacting individual sites to confirm that a technician was onsite when required and preventive/corrective maintenance was performed as indicated in the contract. The TA will ensure support is completed within the timeframes by speaking to Video Collaboration Systems site POCs.

5.3. Crestron and AMX Control Systems

In section 5.3, "contractor" refers to these job titles: Systems

Programmer, Senior AV Technician, Junior AV Technician, Senior

AV Design Engineer, and/or Technical Support Engineer.

Many NAVSUP Video Collaboration Systems COI studios are controlled by a Crestron or AMX control system with touch panel.

Each studio is unique as they have various equipment configurations. In the event of equipment failing or becoming obsolete, the contractor must reprogram the Crestron or AMX panel. This may involve both InfraRed (IR) controlled equipment as well as RS232 controlled equipment. The types of equipment controlled are monitors, cameras, video switches, microphones, and digital signal processors. The Crestron or AMX systems control adjusting the pan and tilt of the cameras, audio inputs and levels, switching video sources, transmitting of live television broadcasts, and power point presentations to far sites. The contractor shall be responsible to create and maintain Crestron and AMX control system source codes using an industry standard source code control system. The contractor must reprogram control system software periodically to accommodate equipment upgrades and changes in functionality. All changes to source coding must be compliant with Capability

Maturity Model Integration (CMMI). The source coding for the AMX panels is not an off-the-shelf item. The programmer is required to be certified by Crestron and AMX to do this work. The code installed to control these panels will remain the property of

NAVSUP BSC. The contractor shall maintain Crestron, AMX and

CISCO Certifications.

Performance Standard: When necessary, Crestron/AMX panel and/or

Crestron/AMX card rack reprogramming is to occur on the day of upgrade/replacement.

Assessment Method: The TA will check with government site POCs at the affected site to ensure equipment is operating as required and due dates are met.

5.4 Additions and Deletions: Video Collaboration Systems

(including New Rooms and Upgrades) and associated Preventive and

Corrective Maintenance

In section 5.4, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

The NAVSUP Collaboration Systems Program Management Office will determine when a room will be added, upgraded or deleted from the NAVSUP COI. The contractor will provide support for additional new/upgrades to Video Collaboration Systems rooms that are stood up during the period of performance (PoP) and the associated preventive and corrective maintenance to include:

site surveys, installation, configuration, testing and the same technical support as outlined in Appendix A. Also support for the de-installation of any systems deemed not needed any longer for the PoP. Room preventive and corrective maintenance will be added/deleted via a contract modification, typically when/if the next option period is exercised.

5.4.1 Additions: The contractor shall provide associated

costs/estimate to add new/upgrade Video Collaboration Systems rooms to be funded under this maintenance contract. Contract modifications will reflect an increased cost change for preventive and corrective maintenance, when required. Support for additional new Video Collaboration Systems sites that are stood up during the PoP to include: site surveys, installation

(including possible equipment\materials procurement using the contract materials CLIN (approval from TA and/or COR is needed prior to purchase). Examples include: cables, connectors, cabinet fans, switches, microphones, cameras, power supplies, adaptors, fasteners, and miscellaneous other peripheral items.), configuration, testing, and the same technical support as outlined for the Video Collaboration Systems sites listed in this PWS.

5.4.2 Deletions: The contractor shall provide associated

costs/estimate for removal of Video Collaboration Systems rooms.

Contractor may physically remove Video Collaboration Systems equipment from the room, if funded under the contract/mod.

Contract modification will reflect the decreased cost change due to preventive and corrective maintenance no longer being required.

Performance Standard: Costs/estimates shall be provided within

10 business days of request by the Government, unless the

Government considers and marks the request urgent, then the costs/estimates shall be provided within 5 business days.

Assessment Method: TA will monitor for accuracy and on-time delivery.

5.5 Video Conference Maintenance and Technical Assistance

Center (section 5.1) Time Requirements:

In section 5.5, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

5.5.1 Bona Fide Attempt - A bona fide attempt to contact the

contractor is defined as a telephone call by the Government to the contractor's Maintenance and Technical Assistance Center at the toll-free number designated by the contractor. If contact is made within 30 minutes, the downtime clock time shall start at the time of contact. If contact cannot be made within 30 minutes after the first attempt to make contact, the downtime clock shall start 30 minutes after the first attempt to make contact.

The Government will continue its attempt to make contact and the downtime clock will continue to run until the system is repaired.

5.5.2 Response Time - When technical assistance is required

(e.g. due to equipment malfunction), the Government will make a bona fide attempt to notify the contractor; this will start the downtime clock. A response to requests for technical assistance is required within 2 business hours. The contractor shall begin troubleshooting immediately upon receipt of a trouble report.

The contractor shall issue a ticket number to the customer within 5 minutes of receipt of the trouble report. The contractor shall implement and complete corrective maintenance in accordance with the following:

5.5.2.1 Minor Repairs - Respond to, enter, process, and track minor maintenance orders. This type of deficiency does not impede the video conference system from performing video conference communication functions.

5.5.2.2 Routine Repairs - Respond to, enter, process, and

track routine maintenance orders. If the deficiency impedes the

Video Collaboration Systems from continually performing video conference communication functions, elevate any system deficiency to a Routine Repair status. The Government reserves the right to elevate any minor repair to a routine repair.

5.5.2.3 Emergency Repairs - Respond to, enter, process, and

track emergency maintenance orders. This outage impedes the

Video Collaboration Systems from performing video conference communication functions, as required by the Government. The

Government reserves the right to elevate any routine repair to an emergency repair.

5.5.2.4 Be able to respond with on-site support by having a

resource pool of skilled video conference technicians across the

United States and overseas.

5.5.2.5 For all above repairs at CONUS Video Collaboration

Systems sites, the contractor shall respond to the Government's request for assistance within 2 business hours. The contractor shall complete corrective actions within 8 business hours of the original request. For all above repairs at OCONUS video conference sites, the contractor shall respond to the

Government's request for assistance within 2 business hours, the contractor shall complete corrective actions within 24 consecutive hours of the original request. There may be instances where completion within these timeframes is deemed not possible by the TA due to the need for parts/scheduling of the room, and the TA may grant extensions on these deadlines in this instance.

5.5.3 Rollover Response Time - When the Government has made

a bona fide attempt to report a problem and the response time clock is running, time will only accumulate during the required service hours of 0700-1900 local time. For example, if a problem is reported at 1830, the clock will run for 30 minutes that day and restart the next day at 0700 and run until the contractor

(Senior AV Technician/Junior AV Technician/Senior AV Design

Engineer/Technical Support Engineer/Systems Programmer as appropriate based on maintenance required) responds to the problem.

5.5.4 Rollover Downtime - When the Government has made a

bona fide attempt to report a problem and the downtime clock is running, time will only accumulate during the required service hours of 0700- 1900 local time. For example, if a problem is reported at 1800, the clock will restart the next day at 0700 and run until the problem is resolved.

5.5.5 Delays - The following delays will not be counted

toward downtime:

-Government delays

-Communication or power problems, i.e., power failures, network failures

-Acts of God or the public enemy acts of the Government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather and/or delays of common carriers.

5.6 Mentoring and Knowledge Transfer Services:

In section 5.6, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

Mentoring and Knowledge Transfer shall be accomplished to the personnel at each site yearly during preventive maintenance. On site personnel will be instructed on usage of the equipment and basic troubleshooting steps for each system. In rare cases, the

TA may allow the contractor to provide preventive maintenance without mentoring and knowledge transfer due to lack of GOV POC available to be trained.

Also, in instances where a current contract resource is leaving or retiring, a knowledge transfer process from the current incumbent resource to a new resource who is taking over the duties of the incumbent shall be in place. A Replacement Plan shall be provided to the TA as soon as possible after the situation is known, but no later than 2 weeks prior to the departure of the incumbent resource. This Replacement Plan shall detail the knowledge transfer process and timeline to get the new resource up to speed on NAVSUP VTC equipment/sites/rooms.

This transition/training period should be a minimum of two weeks before the resource is lost. For large sites like Mechanicsburg and Norfolk the training/transition should be a combination of on site at NAVSUP facilities and on site at the contractors home office. For the remaining CONUS and OCONUS sites that may not be in the local home area of the contract resources, the training/transition should be in person or virtual at the contractors home office and it should include a thorough review of all drawings, equipment lists, and thorough discussions of prior taskings for the site(s) in question so that the new contract resource fully understands the configuration, operation, and history of the NAVSUP sites/rooms. The cost for this knowledge transfer process from the current incumbent resource to a new resource shall be included in the regular monthly firm fixed price charge. No additional funding will be paid for services when a current contract resource is leaving or retiring for knowledge transfer to a new resource who is taking over the duties.

5.6.1 Near Transfer: The explicit knowledge the vendor has

gained from doing a frequent and repeated task is documented to be understood by Navy civilians that may need to perform similar functions. Near transfer includes training the personnel at each site yearly during preventive maintenance.

5.6.2 Strategic Transfer: The collective knowledge of the

vendor is needed to accomplish a strategic task that occurs infrequently but is critical to the Navy.

5.6.3 Expert Transfer: A Navy civilian team facing a

question beyond the scope of its own knowledge seeks the expertise of the vendor for solution.

Performance Standard: Contractor must provide knowledge transfer to government personnel. Contractor must follow knowledge transfer process to train new resource taking over if incumbent resource is leaving or retiring and provide Replacement Plan at least two weeks prior to departure of incumbent resource.

Assessment Method: The TA will ensure knowledge transfer takes place at all sites by contacting individual sites to confirm that a technician provided training during the preventive maintenance visit. The TA will meet with contractor at least monthly to ensure strategic and expert knowledge is transferred to government personnel. TA will review Replacement Plan for accuracy and on time delivery.

5.7 Transition Support:

In section 5.7, "contractor" refers to these job titles: Project

Manager, Senior AV Technician, Junior AV Technician, Senior AV

5.7.1 Transition- Phase In: The contractor shall participate

in transition-in phase tasks to orderly and efficiently transition as responsible party. The transition-in phase shall be considered the first seven (7) calendar days of the contract performance period. The transition phase shall consist of relevant document transfer (diagrams, equipment lists, room training manuals, etc.) from NAVSUP and transition of all relevant Government Furnished Information (GFI) relevant to the tasks specified herein. This transition-in phase shall not in any way hinder the performance of the contractor's normal instructional duties required by this contract. The incoming contractor shall provide a designated point of contact, and a detailed Transition Plan for the migration of government data, functions and services from the incumbent. The Transition Plan shall provide a timeline for support personnel, transition and sufficient detail to ensure that no break in services is experienced. The contractor shall submit a Resource Allocation

Plan to the TA within 10 days of award.

The contractor shall provide master copies of the transition plan to the TA and NAVSUP BSC Contracting Officer's

Representative (COR). The accomplishment of this plan requires close coordination between the contractor and all Government representatives to ensure that all tasks are accomplished prior to end of the transition period. Should the contractor determine that all of the requisite items have been accomplished prior to the 7 day deadline; the contractor may advise the Contracting

Officer accordingly.

The contractor may satisfy the requirements of the transition phase on or before the 7-day deadline. When the contractor determines that all of the phase in requirements have been fulfilled, he/she should advise the Contracting Officer. Upon review, verification, and acceptance by the TA, the contractor may commence service execution of the contract.

5.7.2 Transition - Phase Out: At the end of the period of

performance, as the incumbent, the contractor shall provide a designated point of contact, and provide advice, knowledge transfer and support in the timeline and transition plans of government data, functions and services to the new awardee.

The contractor will provide master copies of the transition plan to the TA and NAVSUP BSC COR. The accomplishment of this plan requires close coordination between the contractor and all

Government representatives to ensure that all tasks are accomplished prior to end of the transition period. Should the contractor determine that all of the requisite items have been accomplished prior to the 30 day deadline; the contractor may advise the Contracting Officer accordingly.

Performance Standard: Transition support documents must be 100% provided in the timeframes specified in the above section, in

Microsoft Word, Excel, Power Point, or Adobe PDF format.

Assessment Method: TA will review and ensure required documentation is submitted in required format in timeframe specified.

6.0 Deliverables: All deliverables must meet the format

requirements specified by the Contracting Officer’s

Representative. Documentation related to these services shall be made available electronically. The following list details the contract deliverables:

6.1 System Status Report- Report to NAVSUP Collaboration

Systems Program Office when a system outage exceeds 2 days, notify via email and phone. Report shall include:

o Date and Time o Site Name o Problem o Ticket Number o Current Status o Estimated Time to Resolution o POC / Technician Dispatched

6.2 Preventive Maintenance (PM) Schedule - Schedule must be

provided at the beginning of each month of scheduled and/or anticipated PMs for the following 6 weeks.

6.3 Monthly Helpdesk Report - Reports shall include number of calls taken, action taken to resolve each call, time to resolve each call, whether open or closed, and the status of open tickets. This report shall be submitted to the TA and COR within

5 business days after the end of the month being reported on.

6.4 Equipment List - List of part numbers, serial numbers, warranties/coverages, make/model of equipment and manufacturers of equipment when it is deleted or added due to repair or new equipment install at any site. Equipment list is due to the TA within one week after the repair/change of equipment. This list should also be updated yearly when performing the PM of each room/system.

6.5 Mentoring/Knowledge Transfer Documentation -

6.5.1 Detailed instructions for use and basic

troubleshooting steps must be provided for each Video

Collaboration room. The instructions must be provided electronically to the local site POC and the BSC Collaboration

Systems program office in Power Point, Word, or Adobe PDF format.

6.5.2 Equipment Diagrams, including make and model of

installed equipment of each video collaboration room must be provided after each PM visit.

6.5.3 Equipment list, including serial numbers of all

equipment (CODECs, cameras, touch pads, switches, displays, etc.) and control systems must be provided after each PM visit.

6.5.4 Replacement Plan detailing the knowledge transfer

process and timeline to get the new resource up to speed on

NAVSUP VTC equipment/sites/rooms

6.6 Transition Documentation including Transition Plan

6.6.1 Equipment List, including make and model of all

equipment, and serial numbers of all equipment (CODECs, cameras, touch pads, switches, displays etc.) and serial numbers control systems in each video collaboration room must be provided annually, 45 days prior to the end of each (base and option periods) period of performance.

6.6.2 All Crestron and AMX control programming coding used

in NAVSUP video conference rooms must be provided electronically as part of the transition plan.

6.7 Monthly Payment Request: The contractor shall submit a

monthly payment request (invoice) electronically using Wide Area

Workflow (WAWF) by the 10th day of each month in accordance with the WAWF routing table specified in the contract. WAWF is available on the internet at https://piee.eb.mil.

The Period of Performance (POP) for each invoice shall be for one month. Included with the invoice shall be support documentation such as, but not limited to, for Upgrades/New/De-installs tasks details per labor category of labor hour worked including a breakdown of hours for travel time and hours at the job site, travel authorizations (if applicable), materials, item receipts/details, and a monthly helpdesk report. Invoices received without the support documentation (in the correct format) will be rejected.

The contractor shall submit a final invoice or zero cost invoice to properly close out the contract.

6.8 Mandatory Annual Training: The contractor shall participate in mandatory annual training when announced by the Government.

The training announcements/information will be distributed to the identified contractor POC who will be the defacto training coordinator between the Government and the contractor. The contractor shall complete the mandatory annual training by the due dates. The due dates for all training in this section will be 10 business days from the date the assigned training requirements were received by the identified contractor POC for distribution. Training completion certificates shall be sent to the TA and Security Office POC (when required as Security Office only needs certain training certificates) as soon as training is completed, but not after the 10 business day due date.

Contractors are required to complete the following mandatory training, and any updated/future mandatory training courses as released:

1) DoD Cyber Awareness Challenge. The contractor shall complete DoD Cyber Awareness Challenge mandatory training one

(1) business day after contract award. Kevin McNamara, 564-230-

2625 is the POC for the Cyber Awareness training. Training can be accessed at https://www.cyber.mil/cyber-awareness-challenge

2) Operations Security (OPSEC)

3) Training and Readiness – the Active Shooter Part 1 (Per

OPNAVINST F3300.53D this training is required within 90 days of start date)

4) Training and Readiness – the Active Shooter Part 2

5) Combating Trafficking in Persons

6) NAVSUP BSC Annual Security Refresher

7) DoD Mandatory Controlled Unclassified Information (CUI)

8) DoN Level 1 Antiterrorism (AT) Awareness (required annually for the first 3 years and then triennially thereafter)

9) Derivative Classification

10) SIPR Room

11) NDA (SF-312)

12) NATO

For classified contracts (contracts with DD254s), the contractor is required to obtain training specified by the Government

Information Security Program Manager.

6.9 Quarterly Contract Resource Report. Status reports shall

be sent electronically to the Technical Assistant (TA) and

Contracting Officer’s Representative (COR) within seven (7) days following the end of the quarterly period documenting the performance on the contract. The quarterly status report shall include the following elements:

o Resources by name and position titles o Date project/task received o Status of work with accomplishments documented o Percentage of project/task completed o Estimated date of project/task completion o Any issues/problems encountered or possible and recommended solutions o Changes to the Project Management Plan (PMP) to include roles and responsibilities and schedule changes o Evaluate performance and determine adequacy of staffing.

o Maintain a chart with each resource’s status/date of on-boarding, off-boarding, SAAR, NDA, CWF

Certification(s) with expiration date(s), all required Mandatory Training (example below). This information should be kept current at all times as the TA or COR may require it in between

Quarterly Contract Resource Reports.

Name Role On-board

Off-board

SAAR NDA CWF Mandatory Training

OPSEC Cyber CTIP PII etc

7.0 Period of Performance:

Work shall be performed from the period of performance start date for one (1) year base period with four (4) additional one

(1) year option periods and the option to extend services up to

6 months with the inclusion of FAR 52.217-8. Help Desk performance shall occur Monday through Friday between 0700 and

1900 Eastern Time. On-site technician performance shall occur

Monday through Friday between 0700 and 1900 local time.

8.0 Place of Performance:

Work shall be performed remotely at the Contractor facility and at NAVSUP video collaboration locations worldwide. Due to volume of rooms in Mechanicsburg PA and the Norfolk VA region

(including Yorktown VA), these locations are considered local area for any and all Technicians/contractor resources working on a project under this contract. This includes but not limited to

Senior Audio Video (AV)/Video Conference Technicians and any other contractor resources working projects in the local areas

(Mechanicsburg and Norfolk/Yorktown) with no travel reimbursement being granted. Travel outside of the Mechanicsburg and Norfolk/Yorktown local areas will be allowed travel reimbursement following the normal Government Travel

Regulations. See attached Appendix A.

No contractor services shall be performed on Saturdays, Sundays, Government Holidays or during base closures without prior TA approval. No weekend or after-hours support will be required;

however, if work commences during regular hours and the fix will take into the after-hours timeframe, no extra charges will be incurred to the Government. The contractor shall follow appropriate local base policy for reporting to work during severe weather and base closure. The contractor is not authorized to begin work until the Visit Authorization Request

(VAR) form has been successfully processed and base access has been granted. Overseas Travel is required.

Classified work may be performed at:

Naval Support Activity Mechanicsburg PA (NAVSUP HQ, NAVSUP

Ammunition Logistics Command (NALC), and NAVSUP WSS)

Naval Support Activity Philadelphia PA (NAVSUP WSS)

Naval Base San Diego, CA (NAVSUP FLC San Diego)

Naval Air Station North Island, Coronado (NAVSUP AMMOPAC)

Naval Base KITSAP Bremerton WA (NAVSUP FLC Puget Sound)

Naval Station Norfolk VA (NAVSUP FLC Norfolk VA, NAVSUP WSS

Norfolk, VA)

Naval Weapons Station Yorktown (NAVSUP Yorktown VA)

Joint Base Pearl Harbor/ Hickam HI (NAVSUP FLC Pearl Harbor)

Naval Air Station Jacksonville, FL (NAVSUP FLC Jacksonville)

Naval Air Station Sigonella Italy (NAVSUP FLC Sigonella)

Naval Station Rota Spain (NAVSUP FLC Sigonella)

Naval Support Activity Naples, Italy (NAVSUP FLC Sigonella)

Naval Support Activity Souda Bay, Greece (NAVSUP FLC Sigonella)

Naval Support Activity Manama Bahrain (NAVSUP FLC Bahrain)

9.0 Travel:

The contractor will be required to travel to CONUS and OCONUS sites;

any current or future video collaboration sites. Due to volume of rooms in Mechanicsburg PA and the Norfolk VA regions (including

Yorktown VA), these locations are considered local area for any and all Technicians/contractor resources working on a project/service ticket/PM/install/upgrade/de-install under this contract. This includes but not limited to Senior Audio Video (AV)/Video Conference

Technicians and all contractor resources with no travel reimbursement being granted. For all work performed in Mechanicsburg PA and the

Norfolk VA regions (including Yorktown VA), the contractor shall not be paid per diem, mileage or any other travel reimbursement

(including travel time labor hours) for contractor personnel who are performing service which is covered under this contract. In addition, per diem, mileage, travel time labor hours or any other travel expense shall not be paid on services performed at a contractor's home facility or at any location within a radius of 50 miles from a contractor's home facility that is covered under this contract. Labor hours for travel, while on temporary duty or providing support outside of the local area is not reimbursable from the alternate location, i.e., commuting from hotel to the temporary duty location, i.e., jobsite where the work is being performed.

Specifically known is travel to perform the yearly preventive maintenance services for each video collaboration site. Travel may also be required to video collaboration sites for emergency support and upgrades/additions of new/existing rooms (or de-installations).

Travel shall be in accordance with FAR 31.205-46. All travel must be pre-approved in writing by the TA and COR prior to the actual travel and all travel must be funded in the contract prior to any travel expenses being incurred. No travel shall occur outside of the period of performance dates of the contract. Travel 12 hours or less, per diem does not apply. Foreign (overseas) Travel will be required for this contract. The contractor will invoice the Government for actual travel costs and provide the receipts for all expenses incurred that they wish to be reimbursed and that are also covered under Government

Travel Regulations. The Government will not allow General and

Administrative (G&A) cost to be applied to travel cost. The

Government will not pay the contractor any profit or fee for travel.

If travel, domestic or overseas, is required, the contractor is responsible for making all needed arrangements for their personnel. Visas and/or passports for contractor personnel will not be reimbursed by the Government.

9.1 Travel Policy. The Government will reimburse the

contractor for allowable travel costs incurred by the contractor in performance of this PWS and determined to be in accordance with FAR subpart 31.2, subject to the following provisions:

Travel required for tasks assigned under this contract shall be governed in accordance with rules set forth for temporary duty travel in FAR 31.205-46.

9.2 Travel other. Travel, subsistence, and associated labor

charges for travel time are authorized whenever a task assignment requires work to be accomplished at a temporary alternate worksite outside of the local regions of Mechanicsburg

PA and Norfolk VA (includes Yorktown VA). Associated labor charges for travel time authorization only pertain to the travel from the contractor home area to the TDY station/hotel when first arriving/traveling to the area. Once the contractor is in the TDY local area, travel time labor is NOT permitted to be charged for the contractor’s local commute to/from the hotel and the worksite itself. Travel performed for personal convenience will not be reimbursed. In accordance with FAR 31.205-46, travelers are only to be reimbursed for economy class flights/train reservations, compact size rental vehicles and lodging within local per diem rates, unless prior authorization is granted from the TA/COR with a valid justification for the deviation. Upgrades for flights/trains, rental cars and lodging will not be reimbursed unless these are authorized ahead of time by the TA/COR with valid justification. No deviations are permitted.

9.3 In-Theater Travel. In accordance with DFARS 252.225-7040

Contractor Personnel Supporting U.S. Armed Forces Deployed

Outside the United States (OCT 2023), contractors, subcontractors and consultants deploying with or otherwise providing support to the Government in a theater of operations shall be integrated into the Government contingency plans and afforded the same rights, privileges and protections as U.S.

Government personnel. At a minimum, the Government shall provide the following support:

•Security

•Standard…