DRAFT SOW.docx

Statement of Work Audio-Visual (AV) Systems Services Wildland Fire Training Center

1. BACKGROUND

1.1 The Wildland Fire Training and Conference Center (WFTC) resides at the McClellan Business Park, formerly McClellan Air Force Base. The WFTC was created to implement National Fire Plan direction for the accelerated development and training of wildland firefighters. WFTC provides classroom and meeting facilities for federal, state, or local government non-commercial functions.

2. OBJECTIVE

2.1 The Wildland Fire Training and Conference Center requires an Audio-Video Services Provider (hereafter known as The Vendor) who will provide support, repair, maintenance, and support services for the integrated/installed audio-visual (AV) systems and equipment at the WFTC. The services will comprise of ongoing routine and preventative maintenance services, assessment, repair and replacement services as needed.

3. PLACE OF PERFORMANCE

Wildland Fire Training and Conference Center located at 3237 Peacekeeper Way McClellan, CA 95652.

4. PERIOD OF PERFORMANCE

The period of performance of this contract shall consist of one (1) year base and three (3) option years. The initial term of the contract is anticipated to commence on March 15, 2024 and go through March 14, 2025. The three, consecutive one-year option terms then will run 12-months each, and may only be exercised at the sole discretion of the Facility Manager/COR.

EQUIPMENT DESCRIPTION

There are currently fourteen (14) classrooms with each room setup with the following AV equipment:

Controller Type: Crestron TSW-750 Controller Firmware: 1.501.0013 Projector Model: Optoma EH515 all ceiling mounted in training rooms HD Ceiling Mounted Projector (Sand Table Room/South Canyon) Display Model: Sharp LC-70LE661U HD Camera (30 Mile Room) System Inputs Audio Conference Podium Laptop Inputs HDMI/VGA Rack Laptop Inputs HDMI/VGA Rack Computer (Forest Service maintained) Wireless Presentation

Comment by Sullivan, Catherine - FS, UT: Is there a layout of the classrooms with the names of the classrooms on it? I think that would be better to provide as a separate attachment - don't see any reason to list all of the classrooms? Comment by Hayes, Mark T -FS: Yes, I can send a building map.

3. SCOPE OF SERVICES, TASKS AND REQUIREMENTS

3.1 Because the equipment is not new and was purchased and installed by a former vendor, the Vendor must inspect the equipment within thirty (30) days of the commencement of the contract. The Vendor will evaluate the equipment and determine if it is operating correctly and within the manufacturer's standards. If the Vendor determines that the equipment is not operating correctly, properly, or requires service to bring the equipment to good operating condition, The Vendor will provide an estimate to USDA regarding the cost of such service. This inspection/service is not covered by this contract.

3.2 Ongoing Routine and Preventative Industry Standard Maintenance Services

3.2 1 The Vendor is expected to provide service visits to WFTC to carry out routine and preventative maintenance services. The Vendor will coordinate each visit with the site point of contact and provide a minimally disruptive, planned and controlled program of systematic inspection, adjustment, software/firmware updates, maintenance, replacement of hardware and components, as well as performance testing and analysis of all installed audio-visual systems and equipment. The Vendor shall provide the WFTC with a report on preventative maintenance visits, including dates, equipment check-lists, recommended repairs and replacement analysis, and recommended time intervals for equipment maintenance schedules if needed.

3.3 Assessment, Repair and Replacement Services

3.3.1 The Vendor shall provide audio-visual technology troubleshooting/assessment, repair and replacement services when needed.

3.3.2 The Vendor shall provide a support phone number and email address to receive service requests from the Facility Manager/COR.

3.3.3 Regular support and service requests is expected during the hours of 7 am to 5 pm, Monday through Friday.

3.3.4 Emergency service requests are expected during the hours of 7 am to 5 pm, five (5) days a week.

3.3.5 The Vendor shall coordinate and provide standard no emergency on-site assessment of malfunctioning equipment within three (3) days of the request. Comment by Sullivan, Catherine - FS, UT: No emergency? Not clear on why this says no emergency? Comment by Hayes, Mark T -FS: Miss print, it should be non emergency.

3.3.6 Vendor will work and coordinate directly with equipment manufacturers on equipment warranty claims and repairs as needed.

3.4 Design and Installation Services

3.4.1 The Vendor will be expected to perform uninstallation and installation and programming of all AV systems and equipment as needed. The contractor shall provide USDA with a digital copy of all AV programing applicable to each classroom. The programing will be/remain the property of the USDA.

3.5 Standards of Service

3.5.1 The vendor will leave all classrooms clear of any materials and debris upon departure including packing materials.

3.5.2 The vendor’s technician shall be responsible for disposal of all packing materials and will remove them from the WFTC building. Dumpsters on property may be used to dispose of debris and packaging materials if needed.

3.5.3 Standards of good cable management will be adhered to including bundling and marking all cables.

4. USDA OBLIGATIONS:

4.1 Equipment Maintenance and Alteration: USDA will provide the vendor with appropriate access to the covered equipment for scheduled preventive maintenance or emergency escalation visits. No alterations of wiring interconnections of covered equipment be performed without supervision of the Vendor’s service personnel. USDA staff will not alter, repair, or modify the covered equipment except as expressly directed by the Vendor’s service personnel. The Vendor will assist USDA in maintaining the operating integrity of USDA systems and equipment. USDA staff is expected to operate the equipment as detailed in the user operations manual provided by the manufacturer with the covered equipment. The USDA will not add equipment, components, wiring, software, or other parts to the covered equipment without written notification to the Vendor. Comment by Sullivan, Catherine - FS, UT: I don't understand a lot of the language in this section - we say they're operating under our direction, then it says USDA can't make any changes w/o the vendor's permission/oversight? Please clarify. Comment by Hayes, Mark T -FS: This is just saying that the FS will not make any changes to the systems without the direction from the contactor. (USDA OBLIGATIONS) Comment by Sullivan, Catherine - FS, UT: Are we requesting ourselves to not alter, repair or modify covered equipment? Maybe this should be revised to just state that USDA personnel will not alter….etc Comment by Hayes, Mark T -FS: This can be reworded to state what's above in the previous comment box.

4.2 In the event of the Failure of a Covered Component.

4.2.1 The USDA will call and notify the Vendor of the component failure.

4.2.2 USDA will give the Vendor access to all covered equipment at a time within the following five (5) business days. The response will be within normal business hours (8:30 am to 5 pm Monday through Friday).

4.2.3 USDA will allow the Vendor complete and unrestricted access to the covered equipment during the vendors service call for a length of time as required repairing the covered equipment. USDA will allocate enough time with the covered equipment to troubleshoot, diagnose, and repair the covered equipment.

5. WHAT I S NOT COVERED

5.1 Failure due to or caused by fire, as a result of utility services, poor unconditioned or fluctuating electrical power, air-conditioning or humidity control, computer virus, or natural and environmental causes such as earthquake, tornado, lightning, corrosion, flood, acts of war or terrorism, acts of God.

a) Failure caused by abuse, misuse, or negli gence

b) Any actual, consequential or incidental damages incurred or suffered by USDA, directly or indirectly, or for economic loss, including, but not limited to inconvenience, common carrier delay or material damage, loss of time, loss of equipment use, or any other economic loss of any kind whatsoever.

c) Failure or perceived failure if no mechanical or electrical failure was found or was due to USDA inability to properly operate the covered equipment.

d) Control system or other software programming changes other than those contracted to and performed by the vendor to facilitate.

e) Failures or faults caused by structural, mechanical, electrical, or plumbing systems or devices not installed by the Vendor and not specifically covered under this contract.

f) Inability of the covered equipment, due to the manufacturing design of a product or products or the integration of the system, to perform in a manner other than for what it was designed.

g) Any condition that existed prior to the start date of this contract that would have been obvious during a pre-inspection of the Covered Equipment.

h) Repairs prohibited by statute, governmental regulation, or applicable other law.

i) Physical re-installation of Covered Equipment from its original installed configuration.

j) Back-up and restoration of data.

k) Replacement parts that are not available or discontinued.

l) Work performed outside of the Vendor normal business hours.

6. VENDOR MAINTENANCE QUALIFICATIONS: Comment by Sullivan, Catherine - FS, UT: Do they need to have any certificates? Any education requirements? Any certain number of years of experience?

6.1 Programming (Crestron) capabilities/support all applicable AV equipment covered under this contract.

6.2 Support for any new AV makes and models that WFTC may standardize in the future for the length of the contract.

6.3 The Vendor shall have knowledge of:

6.3.1 Principles, practices, methods, and techniques for communicating information through audio visual means.

6.3.2 Manage and update all onsite AV components programing as needed.

7. DELIVERABLES

7.1 All written deliverable products shall be submitted in electronic draft format for the Contracting Officer review and comment.

7.2 Quality Control Plan – The Vendor shall prepare draft and final versions of a Quality Control Plan specifying the tasks, sub tasks, and approaches to be used to ensure adequate quality and integrity of work developed. This Plan shall be delivered in draft not later than one week following the contract award.

7.3. Other Deliverables – The Vendor shall prepare and submit draft and final copies of other deliverable analysis, evaluation, review, and report products necessary to meet the requirements of technical tasks and activities performed in the provision of this Statement of Work.

8. GOVERNMENT FURNISHED PROPERTY

8.1 The vendor shall have access to WFTC property and to perform the duties on the project while performing duties at the WFTC. The Forest Service shall furnish classroom access to fully satisfy all operational requirements of this contract.

8.2 All Government Furnished Property referred to in this clause will remain the property of the Government.

8.3 The Government will maintain any computers/laptops used in the AV systems. The vendors will be responsible for the integration/programing into the AV systems as needed.

9. PAYMENT

9.1 The Vendor will invoice monthly in the Invoice Processing Platform (IPP).

9.2 No travel expenses shall be charged as these were included as part of vendor’s quote. Comment by Sullivan, Catherine - FS, UT: Why can't they charge travel? Do you plan to have this be part of their quote? With fluctuations in the current economic environment, prices could vary - it seems unrealistic to expect a vendor to "lock" in a rate that could go significantly higher? Comment by Hayes, Mark T -FS: The original contract did not have a travel fee and the site visit cost were factored in. Suggestions? Comment by Sullivan, Catherine - FS, UT: Ill add something else - that travel was included in quote so shouldn't be charged.

9.4 The COR will review monthly invoices to validate completion of support services for final acceptance of monthly invoices in IPP.

9.6 Invoicing shall be in arrears after acceptance and approval of services.

9.7 Invoices shall be processed monthly.

9.8 Invoices are submitted in IPP.