Exhibit 3-PWS-v6-27Aug2025.docx

Performance Work Statement: Equipment and Software Subscription Maintenance Services for Visual Information Equipment for NMRTC-P

Department of Defense Defense Health Agency Performance Work Statement

Equipment and Software Subscription Maintenance Services for Visual Information Equipment

27 August 2025

Naval Medical Readiness and Training Command (NMRTC) Portsmouth

1.0 GENERAL INFORMATION

1.1 Background: The Naval Medical Readiness and Training Command - Portsmouth (NMRTC-P) requires “Equipment Warranty and Software (SW) Subscription Maintenance Services”. The Visual Information Department has three divisions which support NMCP and NMRTC by providing graphic, photo, and video services for medical research, patient/public information, direct patient care by way of medical photography, staff education materials in preparation for deployment and real-world contingencies as they relate to military medicine. Research posters, medical Illustrations, NMCP Staff Portraits/Award photos, Service Record Photos, ISO prep photos, passports, surgical photo and video and video training on cadavers.

The equipment warranty, maintenance, and SW subscription maintenance services required are necessary to allow the department a seamless method of executing deliverables. The Software and hardware needs are from a variety of manufacturers and are vital to mission support. Without these services the department could not provide timely support to NMCP.

1.1.1 This is a non-personal services contract to provide: Maintenance support and SW subscription services for various brands of equipment though the renewal period. This includes setting up/maintaining individual user accounts, maintaining accounts for user/license management, trouble ticket submission if necessary, and serial number management. If a software line item on the contract does not offer a subscription-based license, the vendor will provide any new software versions should they become available at the beginning of the upcoming fiscal year and option renewal. If a software company transitions from individual license purchase to subscription-based service during the renewal period, the vendor will provide, set up and manage the same number of subscriptions as initially purchased.

1.1.2 Training Subscription Maintenance:

Support and maintain user access to online training websites. This includes setting up and maintaining individual user accounts, maintaining accounts for user/license management and trouble ticket submission as necessary for seamless use of the SW and equipment.

1.1.3 Equipment & Software Maintenance Support Services: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Equipment Maintenance Contract as defined in this Performance Work Statement (PWS).

1.1.3.1 Scope: Vendor to provide software requirements for 7 users along with technical support. Vendor to provide subscription / license. at NMRTC for the period of 01 Oct 2025 through 30 Sep 2026 with 4 option years to include the following:

1.1.3.2 Vendor to provide updates to software as soon as possible but no later than 14 days after receipt of award. In addition, vendor to provide all software maintenance releases as soon as possible after release but no later than 14 days after release.

1.1.3.3 Vendor to provide support during normal work hours of 8:00 am – 5:00 pm (EST) Monday – Friday except Federal Holidays.

1.1.3.4 Copies of software license and software maintenance releases are to be sent to the NMCP IMD Office at NMCP

1.1.3.5 Supplied, software / license shall be provided free of all additional royalties or charges.

1.1.3.6 All supplied software must be certified free of damaging properties such as viruses, Trojan horses, worms etc.

1.1.3.7 NMCP recognizes that the use of all supplied software is for the sole use of NMCP. NMCP agrees not to share, sell, copy, lease or assign supplied software without the expressed permission of vendor.

1.1.3.8 NMCP shall make all attempts to preserve the proprietary nature of all supplied software. Vendor shall take all reasonable measures to safeguard all NMCP file data. (i.e. vendor shall not share any medical records / data collected by supplied software)

1.1.3.9 All technical support personnel must be adequately trained and knowledgeable of supplied software.

1.1.3.10 Vendors price to be inclusive of all cost including labor, parts, travel, shipping and software license fees.

1.1.4 Period of Performance (PoP): 01 OCT 2025 – 30 SEP 2026 with 2 option years

1.2 Administrative specifications

1.2.1 Place of performance: The work shall be performed at:

Naval Medical Center Portsmouth, 620 John Paul Jones Cir, Portsmouth, VA 23708

1.2.2 Recognized Federal holidays: Not required

Independence Day

1.2.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.2.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.3 Contractor Identification:

1.3.1 Contractor personnel performing services in a contractor capacity in a government facility is required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel. The contractor shall abide by all security requirements needed for access to the facility to include any potential Health Insurance Portability and Accountability Act (HIPAA) requirements.

2.0 SPECIFIC TASKS

2.1 Software Subscription Maintenance: Support and maintain subscription services on software though the renewal period. This includes:

2.1.1 Setting up/maintaining individual user accounts,

2.1.2 Maintaining accounts for user/license management,

2.1.3 Trouble ticket submission if necessary, and

2.1.4 Serial number management.

2.1.5 If a required SW does not offer a subscription-based license, the vendor will provide the SW and any new software versions should they become available at the beginning of the next option period. If a SW company transitions from individual license purchase to subscription-based service during the renewal period, the vendor will provide, set up and manage the same number of subscriptions as initially purchased.

2.1.6 Equipment List: The required services shall cover the list of equipment in Table 1:

Table 1: Equipment List

PRINTERS:

LENSES:

CAMERAS:

FLASH:

OTHER:

2.1.7 Software Subscription List: The required services shall cover the list of software subscriptions in Table 2:

Table 2: Fiscal Year 2025 Software/Subscription List

2.1.8 Maintenance for Medical Photo: One (1) year equipment maintenance service to include parts and labor warranty for all listed items on the equipment list. Performed by an authorized/certified service representative. Systems returned to operational condition, repairing and replacing components as necessary. All parts, labor, materials, and shipping included.

2.1.9 Quarterly On-Site Maintenance: Two days per quarter includes all airfare, lodging, car rental, food, labor, and travel expenses. On-site maintenance is extended for printers and equipment, biannual on-site inspection and maintenance which shall include system optimization, camera sensor cleaning, and printer cleaning. Customization, configuration, and color profiling for all devices needed. One of two on-site days may be used for training purposes for medical photography staff that may include (but not limited to): printing techniques, and photographic software training. On-site training will be arranged in advance of scheduled on-site by appropriate parties of Med Photo and vendor.

2.1.10 Training Subscription Maintenance: Support and maintain user access to online training websites. This includes setting up/maintaining individual user accounts, maintaining accounts for user/license management and trouble ticket submission if necessary.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations: The Contractor shall be qualified / authorized by the OEM (IE: Certified Agent of the OEM) in the repair of all equipment listed in PWS Section 2.1.1. Certification of the OEM must be current (within two-years) at all times prior to contract award and throughout contract period. Contractor and its employees shall maintain qualifications throughout entire contract period. If a sub-contractor is used for this requirement, the sub-contractor must be a certified agent of the OEM. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM as being trained / qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. Additionally, the contractor must have ready access to parts inventory of OEM replacement parts.

4.0 Deliverables

4.1 Deliverable 1-Kickoff Meeting: The contractor will set up a kickoff meeting within ten (10) business days of award, providing the necessary materials (i.e. slide decks, documents, etc.) to review the performance and communication plan needed to accomplish the full lifecycle of service described in the PWS and Request for Quotations (RFQ).

4.2 Deliverable 2-Quarterly Reports: Quarterly reports, as a contract deliverable, provide a periodic summary of progress, performance against the scope outlined in the PWS and RFQ, and any significant issues or risks encountered during the preceding quarter. The report provides a transparent view of maintenance status for equipment and software, budget adherence, invoice status, and quality control measures. The report outlines planned activities for the upcoming quarter, incorporating any necessary adjustments based on the prior quarter's performance. The report will include a summary of current invoice status and projected invoice submissions for the succeeding quarter. The report serves as a formal communication channel for monitoring contract compliance, facilitating proactive decision-making, and ensuring alignment between stakeholders.

5.0 Performance Requirements Summary Matrix Example

5.1 Quality Assurance

5.1.1 Quality Assurance Surveillance Plan: The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP (Attachment 3) is a living document and may be updated by the Government as necessary.

5.1.2 Documenting Contractor Performance Assessments:

Each performance assessment activity should be documented as it is conducted. This documentation constitutes an official record and may be considered past performance information. The people assessing performance should use a checklist to record their observations of the contractor’s performance. ALL performance should be documented whether it is acceptable or unacceptable in accordance with the performance assessment plan.

5.1.3 Performance Requirements Summary Matrix: By monitoring the Contractor, the COR will determine whether the performance levels set forth in the order have been attained. Performance standards are specified in the following Performance Requirements Summary Matrix in the Standard and Acceptable Quality Level columns.

Table 4: Performance Requirements Summary Matrix

Software Subscription Maintenance: PWS Section 2.1

Quarterly Report All software user accounts are current, trouble tickets are answered within 24 hrs., and serial numbers are 100% recorded and accurate.

100% Compliance

Direct Observation, Service Report

Past Performance

Maintenance for Medical Photo:

PWS Section 2.1.8

6.0 Points of Contact

6.1 Points of Contact:

End User POC: To be completed at award Email: To be completed at award Phone: Office To be completed at award

Contracting Officer Representative (COR): To be completed at award Email: To be completed at award Phone: To be completed at award

Contracting Officer: Matthew Teel Email: matthew.d.teel.civ@health.mil Phone: To be completed at award image1.png