Robins AFB PWS - April 25.pdf

Performance Work Statement (PWS) Close Circuit Television Services

PERFORMANCE WORK STATEMENT (PWS)

FOR

BASE CLOSED CIRCUIT TELEVISION SYSTEM

(CCTV) MAINTENANCE/SOFTWARE

SUBSCRIPTION

ROBINS AIR FORCE BASE (RAFB)

WARNER ROBINS, GEORGIA

21 April 2025

1. DESCRIPTION OF SERVICE

The contractor shall furnish personnel, equipment, labor, tools, materials, supervision, transportation and other items necessary to perform maintenance for the Close Circuit Television (CCTV) system on Robins Air Force Base (RAFB), Warner Robins, Georgia.

1.1. Basic Services

The contractor shall provide personnel, equipment, tools, materials, vehicles, supervision, and other items necessary to perform all services which shall include servers/workstations upgrades, preventive maintenance troubleshooting complex components network switches, fiber optics Media converters and system configuration. The contractor shall provide cleaning field equipment and in-house CCTV components and all associated equipment at RAFB. The contractor shall perform all services and tasks and functions to including testing of all workstations and CCTV components throughout the RAFB. The contractor shall repair and replace any malfunctioning device or devices. This includes all CCTV components, which includes, video recorders, switches, transceivers, CCTV video servers/workstations, various makes and models of CCTV cameras which includes pan tilt and zoom, stationary cameras, license plate readers (LPR) cameras, network converters, various types of power supplies UPS and viewing wall mount monitors. The contractor shall clean, adjust and make any necessary repairs to all CCTV cameras and components located throughout RAFB, as defined in this PWS.

1.2. Spare Parts Availability

All spare parts shall be obtained by the contractor all spare parts shall be provided by the contractor. The contractor must ensure the availability of sufficient resources of spare parts to minimize periods of outage during repairs.

NOTE: All repairs shall be made using the same make, model, and manufacturer as the part being replaced or adjusted. Any change of equipment that changes the manufacturers, model, or make requires prior approval from a representative of Security Forces Physical Security Office.

If parts are not available due to time constraints, holidays, weekends, or unpredictable circumstances, these and other conditions shall be taken into consideration until the equipment is on-site and installed.

1.3. Testing and Evaluation of Components

The contractor shall test and evaluate all CCTV components and make any necessary adjustments needed to ensure equipment is operational. The contractor shall deliver any software product upgrades, patches, and provide training in conjunction with the contract (as stated in 1.16 training paragraph of the PWS), without impacting operations or extended down-time to the customer (Robins AFB). All adjustments will meet or exceed original equipment manufacturer requirements. The CCTV systems testing and maintenance shall be done in accordance with the manufacture (AXIS) requirements. Test results shall be recorded in accordance with applicable directives. The contractor shall not at any time maintain copies of the CCTV test records or duplicate any forms providing by the Government for testing purposes. The contractor shall not access any of the CCTV system data bases prior to coordinating with the designated Security Forces system administrator. The contractor shall log all activities performed on CCTV server’s data base (mandatory). The contractor shall not store, maintain or retain any RAFB information pertaining to CCTV systems on personal laptops, desktop PC or company owned equipment.

1.4. Maintenance Schedule

All work and testing shall be conducted IAW manufacture specifications and Security Forces Physical Security subject matter expert recommendations. All work shall be pre- scheduled to ensure escorts are available where required. All work shall be performed during normal working hours (0800-1630 hours) Monday through Friday with the exception to testing which may be conducted after work hours or on weekends when previously scheduled and coordinated to accommodate the contract and or work load.

1.5. Maintenance Plan

The CCTV Video System solution requires maintenance on all equipment and software associated to all field and in house equipment to insure mechanical integrity, reliability, and longevity of all base wide surveillance and security equipment. This includes all active monitoring of connected network support equipment. Scheduled and preventative maintenance, hardware replacement as necessary, and installation of vendor software and security updates. All maintenance performed on any device shall be kept in a logbook maintained by the contractor. All entries shall have logical subdivisions between equipment types and areas, so that all maintenance performed on any single unit can be referenced to quickly and efficiently. All repairs shall be logged and all anomalies shall be identified noting the final outcome of the repair.

1.8 Quarterly Maintenance Tasks

1.8.1 Wipe down outdoor camera domes

Using a non-abrasive cleaning solution and cloth, all exterior domes shall be wiped down by the contractor on a quarterly basis, at a minimum. If maintenance personnel identifies cameras that are prone to excessive obstruction, the schedule on these devices shall be adjusted to a shorter period accordingly.

1.8.2 Lower and inspect mechanics of all folding poles

While performing cleaning/maintenance on the perimeter cameras, all mechanical parts of the folding poles shall be inspected. This includes, but is not limited to the lock, crank handle, winch, winch steel cable, hinging mechanism, junction box, and cable sleeves. If any unexpected wear and tear or damage has occurred, maintenance personnel shall take appropriate action to repair.

1.8.3 Clean fans on workstations

Workstations shall have fans inspected and cleaned on a quarterly basis, at a minimum. Any chassis fan found to be underperforming shall be replaced immediately.

1.9 Annual Maintenance Tasks

1.9.1 Power cycle of network switches and cameras

To maintain high levels of performance, all network equipment shall be power cycled once every year by the contractor, at a minimum. The power cycling of units shall be coordinated with Security Forces as to have minimal impact on their CCTV monitoring.

1.9.2 Replace all SD cards

Due to flash media having a limited number of write cycles, all SD cards in network cameras shall be replaced by the contractor every 36 months from date of award. If a number of SD cards fail prior to this mark, this interval shall be shortened. However, if advancements in flash technology permit a longer SD card lifetime, the interval may be lengthened, as necessary.

1.11 Three-Year Maintenance Tasks

1.11.1 Change out of UPS batteries

The expected lifetime of UPS batteries is three years; therefore, the contractor shall replace batteries as required, but no later than 36 months from date of award.

1.11.2. Vendor Maintenance Agreements

All software and hardware maintenance agreements shall be renewed at appropriate intervals to prevent a lapse in coverage at no additional costs to the Government. This includes agreements with Cisco, Microsoft, Genetec, and Agent VI.

1.11.3. Repair or Replacement of Failed Equipment

If any failed equipment cannot be repaired in a reasonable time period, the contractor shall replace equipment with a spare. For this purpose, a "reasonable time period" is when the time to repair the item is estimated to be equal or less than the amount of time it would take to physically install and configure a replacement.

All failed equipment, regardless of whether it was replaced with a spare or new unit, shall be immediately sent for repair or replacement by the warranty servicing agency. When outside of the hardware warranty period, a new or refurbished unit shall be procured to replace the failed hardware.

1.12 Service Calls

The system administrator shall determine if a service call is required. The contractor shall ensure that certified personnel are available year round to provide technical service to any portion of the CCTV system. The system administrator and Security Forces Physical Security shall have the information available to contact the contractor in the event of a system failure. Service personnel shall be onsite within four hours of receiving service calls. A service call is identified as a response outside of normal operation times of 0800-1630, services calls can occur after hours, weeks and holidays.

1.13 Service Logs

The contractor shall maintain contract service logs for all work performed. The Government may request review of any and all logs maintained by the contractor supported under the base CCTV contract. The System Administrator, special access facility personnel and the Contracting Office personnel shall be the only Government representatives permitted to request and review logs and service records pertaining to this contract.

1.14 Software Products

The contractor shall provide approved software support as agreed upon with the contract or software maintenance agreement. The software support shall include corrections of substantial defects and or anomalies that may occur within the licensed software provided by the manufacture. The contractor shall provide periodic updates and patches that contain corrections of any substantial defects within the software provided by the manufacturer. Security patches and software upgrades shall not be applied without review and testing. Maintenance personnel shall be made aware of any new patches to all software packages and firmware updates to network devices including all switches and cameras, as well as, any service packs for operating systems and database software. Maintenance personnel shall review available updates with Genetec to survey the benefits and risks of applying such updates. All updates deemed should be tested on a small subnet of the network first, with the servicing agent prepared to roll back changes, if necessary.

After all functionality has been verified, patches shall be incorporated to the rest of the network per the manufacturer's recommendations. All updates shall be scheduled for times that would have the least impact upon base operations

1.15 Maintenance Reporting

The contractor shall provide a report which includes the building number, room number, date, and time expended accomplishing task as outlined in the contract. The report shall also include the work performed and subject matter for each effort accomplished being software or hardware. The contractor shall provide release notes with each upgrade or patch installed within the CCTV and base alarm system. At a minimum, the release notes shall itemize the module or application, and provide a description of all changes that impacts the application

1.16 Training

The contractor shall provide a certified CCTV monitor training course to Security Forces personal on the functions and software capabilities to allow the Government the ability to execute an internal training program (i.e., “train-the-trainers”). The contractor shall provide one training session per year of the contract to Security Forces personnel in the Base Defense Operation Center. The training shall provide functional training to designated security professionals to a level of competency to adequately utilize the training in use of the CCTV system to meet RAFB security requirements. The training shall also provide sufficient system administration training to allow Security Forces personal users to set up user security and to administer necessary feature parameters to meet RAFB security requirements. The contractor shall provide training materials, a qualified instructor, and a training data sets. The training shall be conducted at a RAFB designated location. The contractor shall provide training on how to administer the software application, including details on attachment file folder permissions and on information that will provide a clear understanding on the system capabilities, maintenance procedures to help maintain a healthy environment within the CCTV system and alarm data base. The contractor shall provide a step- by-step procedure for system backups, archiving, table application and overall system operations.

2 SERVICE SUMMARY

2.1 General

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Unless indicated elsewhere these performance objectives shall be measured monthly. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

2.2 Performance Evaluation

Performance of a services shall be evaluated to determine whether or not it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the PCO will take appropriate measures according with FAR 52.246-4, “Inspection of Services”.

3.1 Facilities

No smoking is allowed in Government facilities. The contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted. Keep work areas clean. Storage areas shall be kept in an orderly and professional manner to facilitate use and minimize loss or damage.

3.1.1 Hazardous Material

The contractor shall comply with base Hazardous Material (HAZMAT) regulations for all issues of hazardous material, and ensure storage procedures meet all federal, state, and local requirements.

Prior to use on RAFB, the contractor shall provide the Base Hazardous Material Pharmacy, through the PCO, a list of all hazardous materials the contractor brings onto Government property and shall provide a Material Safety Data Sheet for each Hazardous Chemical listed in Occupational Safety and Health Act (OSHA) Hazard Communication Standard 29 CFR 1910.1200 in accordance with RAFB Hazardous Material Management.

3.2.1 Communication

3.2.1.1 Telephone

The contractor may use the telephone for contacting the PCO, Civil Engineer, Fire Department, Security Forces, receiving customer complaints and any other directly contract related communications.

3.2.2.1 Communication Security (COMSEC)

All DOD communications are subject to COMSEC review. Use of DOD telephones and telephone systems constitutes consent to COMSEC monitoring. The contractor shall comply with RAFB COMSEC procedures and rules.

3.2.2.2 Operations Security (OPSEC)

The contractor shall comply with RAFB OPSEC procedures and rules. The contractor shall receive OPSEC training annually.

3.2.3 Emergency Medical Service

Emergency medical treatment and emergency patient transportation service is only available through the local community.

3.2.4 Security Forces

The Government will provide general security service. Security Forces phone extensions are 911 for emergencies, and 478-926-2187 for routine calls.

3.3 Forms and Publications

The contractor is responsible for obtaining all forms and publications needed to perform the contract.

4 GENERAL INFORMATION

4.1 Contractor Personnel

4.1.1 Program Manager

The contractor shall appoint a program manager (PM) to provide supervision and quality control, and who shall represent the contractor and be responsible for the performance of the work throughout the term of the contract. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the PCO and the COR.

The PM shall be able to speak, read, write, and understand English. The PM shall be able to effectively communicate with contractor employees.

4.1.1.1. Contractor Employees

The contractor shall restrict employment under this contract of any contractor employee, or prospective contractor employee who is identified as a potential threat to health, safety, security, base operational mission and its population. The contractor shall have all background checks complete prior to commencement of contract. .

4.1.1.2 Employee Certifications

The contractor shall confirm employees have the following abilities before starting work under this contract:

• Cisco Certified Network Associated (CCNA) Certification

• Axis Certification

• Genetec Certification

• Comply with Underwriters Laboratory (UL) Requirement for installing Intrusion Detection System/Intrusion Detection Equipment

• Ensure that all Intrusion Detection Systems/Intrusion Detection Equipment and CCTV equipment complies with UL standards

• The contractor must have thorough working knowledge of special video analytic software installed at the RAFB

• The contractor must possess the ability to troubleshoot highly complicated CCTV systems problems throughout the RAFB

• The contractor must have the ability to use various types of trouble shooting

4.1.1.3 Parking

Contractor employees are not guaranteed to be able to park on RAFB. In order to park at RAFB, all contractor employees shall have a valid installation access pass. Access passes are distributed by the 78 SFS and will be valid not to exceed one (1) year or upon completion of the work whichever comes first.

4.1.1.4 Physical Security

The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

4.1.1.5 Dress and Appearance

Contractor personnel shall present a clean, neat and professional appearance at all times in the course of the contract and be easily recognized as a contract employees by either a uniform representing the contractors company or a shirt with a logo identifying the contractor’s company.

This may be accomplished by wearing a contractor provided badge depicting company name, employee’s name, and title. Each employee shall wear the badge on the outer clothing on the front of the body between the neck and waist so the badge is visible at all times. No item of military clothing shall be worn as an outer garment.

4.1.1.6 Employment of Government Employees

The contractor shall not employ any person who is an employee of the Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. Their absence at any time shall not constitute an excuse for nonperformance under this contract. The contractor is prohibited from employing off-duty COR, who are managing any contracts or subcontracts awarded to the contractor.

4.2 Hours of Operation

4.2.1 Normal Hours of Operation

The contractor shall perform the services required under this contract during 0800-1630 hours, except federal holidays.

4.2.2 Federal Holidays

The contractor is not required to provide services on the following federal holidays:

New Year’s Day Martin Luther King’s Birthday Presidents’ Day Memorial Day Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

If a federal holiday falls on a Saturday or Sunday, it may be observed on Friday or Monday as directed.

4.3 Quality Control (QC)

In compliance with the FAR 52.246-4, the contractor shall provide a Quality Control Plan (QCP) that contains, as a minimum, the items listed in 4.3.1. to the PCO for acceptance not later than the pre-performance conference. The PCO will notify the contractor of acceptance or required modifications to the plan before the contract start date.

4.3.1 Quality Control Plan

The contractor shall be required to submit a QCP that, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

4.3.2 Performance Evaluation Meetings

The PCO may require the PM to meet at least weekly along with the COR during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the PCO. However, if the contractor requests, a meeting will be held whenever a CAR is issued. The contractor’s PM, PCO and COR, shall sign the Contract Administrator’s (CA) written minutes of these meetings.

Should the contractor not concur with the CA’s minutes, the contractor shall so state any areas of nonoccurrence in writing to the PCO within 10 calendar days of receipt of the signed minutes.

4.3.3 Government Quality Assurance

According to the FAR 52.246-4, Inspection of Services-Fixed-Price, the Government shall evaluate the contractor's performance under this contract. Government personnel shall record all surveillance observations. When an observation indicates defective performance, the COR may require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by FAR 52.246-4) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions.

Any action taken by the PCO as a result of surveillance will be according to the terms of this contract.

4.3.3.2 Quality Assurance

The Government shall periodically evaluate the contractor’s performance in accordance with the Performance Plan. The Government may inspect each task as completed and increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during surveillance inspections or as a result of repeated customer complaints.

Likewise, the Government may decrease the number of quality assurance inspections as

Performance dictates. The Government shall investigate complaints from customers. The contractor shall be responsible for initially validating customer complaints; however, the Government representative shall make the final determination of the validity of customer compliant (s) in the cases of a disagreement between the contractor and the customer.

4.3.3.3 Contracting Officer Representative

COR are representatives of the PCO who shall participate in the management of this contract.

Subsequent to contract award, the contractor will be provided with a letter identifying the COR, and setting forth their duties and authorities.

4.3.3.4 Discrepancy Notification

The COR shall inform the contractor PM (or authorized representative) when discrepancies occur and will request corrective action. The COR shall make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and may request the contractor PM (or authorized representative) to initial the entry on the checklist.

4.3.3.5 Contract Changes

Any matter concerning a change to the contract requirements, prices, terms or conditions of this contract shall be referred to the PCO and not the COR.

4.4 Meetings

The contractor shall ensure a responsible member is present at all meetings of base activities that involve removal of security equipment, interests or support such as resource protection, base safety, and financial working group. The contractor shall conduct meetings, councils, committees, or boards when required. The contractor shall prepare and distribute meeting minutes within two workdays after meeting. Prepare and distribute an agenda for the meeting members, and provide five workdays notice of the meeting. Prepare notes and visual aids as when required.

4.5 Administrative Records

All records, documents, and associated papers provided by the Government and generated during the period of this contract become Government property and shall remain in place upon contract termination or completion. During the period of the contract, records, documents, and associated papers shall be available for review.

4.6 Safety

The applicable OSHA standards will be mandatory for this contract. The contractor shall comply with all Federal, state and local laws concerning safety. The contractor shall manage all work areas to ensure the safety of building occupants, base personnel, or visitors in or near the areas.

The contractor shall provide a Safety Plan for review and the plan must be implemented to ensure all personnel are aware of the safety requirements. The contractor shall ensure that personnel are properly trained on the equipment they are tasked to operate. The contractor shall provide support to the base safety office to resolve facilities and infrastructure related safety issues.

4.7 Phase Out

If the contracted operation reverts to in-house operations, the contractor shall cooperate with SMC/DS personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent contractor shall cooperate to the extent necessary to permit an orderly transition to the successful contractor. Recruitment notices may be placed in each facility to allow successor contractor's access to incumbent employees.

5 APPENDICES

A. Estimated Workload Data

Appendix A - Estimated Workload Data

PWS

Task Item#

Service to be provided Frequency or Quantity per

Week, Month, or Year

1.3 Test and evaluate all CCTV equipment. Make any

necessary adjustments and or repairs as needed Annually

1.4 Schedule Maintenance Annually

1.5 Service Calls

As needed

1.6 Maintain services logs and monthly status

reports Annually

1.7 Software Products patches As needed

1.8 Train Security Forces Personal (Desk Sergeants)

on Software capabilities and System Functions. Annually