RAFL__RAFM_CCTV_PWS_-_Amendment_1.docx

48 FW/100 ARW

RAF Lakenheath/RAF Mildenhall, UK

REPAIR AND MAINTENANCE OF CLOSED CIRCUIT TELEVISION SURVEILLANCE SYSTEM

Performance Work Statement

30 November 2015

Table of Contents

Section Number and Title

Page Number

3.0 Government Furnished Property and Services

1.0 Description of Services

1.1 Maintain and align Closed Circuit Television (CCTV) system, provide documentation and follow-on support to enhance Force Protection at RAF Lakenheath/RAF Feltwell and RAF Mildenhall. Additionally, provide consultation and technical assistance for security related problems as agreed upon between security forces and the maintenance contractor.

1.2 SYSTEM DESCRIPTION: The CCTVs are a surveillance system with a total of 151 cameras that need maintained across three bases. There are 30 cameras covering RAF Mildenhall (currently there are 17 HD cameras and 13 analog cameras), 121 cameras covering RAF Lakenheath (currently there are 10 HD cameras and 111 analog cameras) , and 15 analog cameras coving RAF Feltwell. Of those there are 2 ANPR (license plate recognition cameras), both which are located at RAF Lakenheath. The maintenance contractor shall maintain all non-real property items and interface between all systems.

RAF Mildenhall system consists of:

17- Bosch MIC 7000 12- Spectra IV series dome systems

1. Sarix TI series thermal IP positioning system 2 - Synergy Network video recorder PSN 3 - 12 channel Synectics encoders 1 - Synergy server 1 - Synergy client computer with touch screen monitor 4 - 42" wall mounted video screens (various types) 1 - Synergy matrix 1 - Synectics master keyboard 1 - Tecton wideview 1 - Synectics video wall driver unit 1 x Riello Sentinel Dual SDH 2200VA UPS AMG fibre transmission kit (System 2000) multimode Cisco network switches(various types) Wharton NTP clock and time server

RAF Lakenheath system consists of:

105- Pelco Spectra IV SD436-PG-E1 IV SE PTZ domes 10- Bosch MIC series P/N MIC400, MIC500, and MIC550 4- Pelco ES3050TI-5W-X-1 THERM IMAGE ESPRIT 2- Bosch VDI-245V03-1 day/night static minidome cameras 1- Wharton NTP Clock and time server 1- Tecton Wideview 6- Pelco 42" CCTV Displays 8- Pelco DX 8100 video recorders 3- Pelco 20" CCTV monitors

RAF Feltwell system consists of:

15- Pelco Spectra IV SD436-PG-E1 IV SE PTZ domes

1.3 MAINTENANCE AND SERVICE: General Requirements: The maintenance contractor shall provide all services required and all test, diagnostic and site support activities necessary to maintain the entire CCTV surveillance system in an operational state as specified. Site support activities refer to the corrective action taken to repair damage from misuse, vandalism, natural disaster, and customer-requested additions, relocations, and upgrades to the CCTV. Impacts on facility operations shall be minimized when performing scheduled adjustments or other unscheduled work.

-- If the equipment is under warranty, coordinate with the vendor or manufacturer for warranty repairs and ensure proper equipment is replaced with standby equipment to maintain camera coverage.

-- If the equipment is no longer under warranty, coordinate replacement of failed equipment with vendor.

1.4 DESCRIPTION OF WORK: The adjustment and repair of surveillance system includes all computer equipment, signal transmission equipment, and video equipment and alignment, provide the manufacturer's required adjustments and all other work necessary.

1.5 WORKMANSHIP AND MATERIAL STANDARDS: All workmanship shall meet the standards specified below as well as in accordance with accepted standards of the industry; equipment manufacturers; applicable activity, local, state, and federal standards; and applicable building and safety codes, construction specifications, and operation and maintenance standards. Contractor, in the performance of all required services, cause no disruption in the daily activities of the USAFE facility without authorization from the NCOIC of Installation Security.

-- Contractor shall ensure job area is clean before departing the work area.

-- During performance and upon completion of work, debris will not be permitted to accumulate in the work area or spread unnecessarily into adjacent areas.

-- Contractor shall provide all labor, materials, and equipment necessary to protect the general public from accidental harm by walking into a work area. The contractor shall be responsible for the cost of all damages or liabilities as a result of the general public entering a work area as a result of improper safety measures.

-- Contractor shall perform no work that alters the original appearance or function of equipment in this system.

1.6 MANUFACTURERS' DATA: The data package shall include manufacturers' data for all materials and equipment and security center equipment provided under this specification.

1.7 SYSTEM DESCRIPTION AND ANALYSES: The data package shall include complete system descriptions. The data package shall include the following:

a. Switcher matrix size.

b. Camera call-up response time.

c. System start up and shut down operations.

d. Switcher programming instructions.

e. Switcher operating and maintenance instructions.

f. Manuals for CCTV surveillance equipment.

g. Data entry forms.

h. Software Data: The data package shall consist of descriptions of the operation and capability of system and application software as specified.

1.8 DATA ENTRY: The maintenance contractor shall enter all data IAW with equipment manuals, needed to make the system operational.

1.9 HARDWARE DOCUMENTATION: The government will provide all vendor operation and maintenance manuals describing all equipment furnished, including:

a. General hardware description and specifications.

b. Installation and checkout procedures.

c. Equipment electrical schematics and layout drawings.

d. System schematics and wiring lists.

e. System setup procedures.

f. Manufacturer's repair parts list indicating sources of supply.

g. Interface definition.

1.10 OPERATOR'S DOCUMENTATION: Operator's documentation as provided by the government as appropriate, shall explain all procedures and instructions for operation of the system including:

a. Video switcher.

b. Cameras and video recording equipment (to include retrieving recorded footage).

c. Use of the software.

d. Operator commands.

e. System start-up and shut-down procedures.

f. Recovery and restart procedures.

1.11 OTHER CONDITIONS/REQUIREMENTS: All drawings, software, and documentation, including working review and marked-up drawings, source code, and software listings developed to support this project are property of the U.S. Air Force and are not to be used for any purpose other than that intended by this PWS.

2.0 Performance Requirement Summary (PRS)/ Service Summary

No more than 10 complaints per year

100 % Compliant with all Regulations

Periodic inspections will be conducted

Will have 10 days to complete 100%

Rework needed due to mistakes will be accomplished at no additional cost to the government.

No more than 10 complaints per year

100 % Compliant with all Regulations

Rework needed due to mistakes will be accomplished at no additional cost to the government.

No more than 10 complaints per year

100 % Compliant with all Regulations

Periodic inspections will be conducted

Rework needed due to mistakes will be accomplished at no additional cost to the government.

3.0 Government Furnished Property and Services – This contract does not use Government Furnished Property or Services.

4.0 Contractor-Furnished Items and Services

5.0 General Information

5.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours?

5.1.1 Normal Base Hours: Base hours of operation are 07:30 – 16:30. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

5.1.2 Federal Holidays: The contractor will not be required to work the following United States federal holidays, New Years’ Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

5.2Contractor Personnel

5.2.1 Licensing and Certification: Contractor shall carry all licenses and certifications required by the local, state, and federal government and will be made available within 24 hours of request. Contractor shall provide manufacturer-certified system technicians fully knowledgeable in all aspects of the related systems and components as required for this program at no cost to the Government.

5.2.2 PERSONNEL QUALIFICATIONS: Personnel shall be qualified to accomplish all work promptly and satisfactorily. The Government shall be advised in writing of the name of the designated service representative, and of any changes in personnel. Maintenance contractor shall ensure all applicable security background investigations are completed for all maintenance personnel.

5.2.3 TRAINING DOCUMENTATION: Relative lesson plans and training documentation shall be provided by the prime equipment vendor and maintenance contractor as appropriate.

5.2.3 EXPERIENCE: The system shall be maintained by a maintenance contractor who has been regularly engaged in the installation of CCTV systems of similar type and complexity as the specified system for at least 2 years

5.3 Government Quality Assurance: The Government will rely on the contractor’s quality control program and the performance management approach to assess performance whenever possible. However, the Government reserves the right to perform additional inspections as necessary, utilizing the Government’s Quality Assurance Surveillance Plan (QASP) and the inspection/acceptance provisions in the clause FAR 52.212-4 Contract Terms and Conditions -- Commercial Items.

5.4 Bioenvironmental Engineering/Hazmat Requirements

5.4.3 Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), federal and local laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

5.4.4 Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

5.4.5 The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

5.4.6 Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to the date required to bring them on base.

5.4.6.1 Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

5.4.6.2 Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference: AFI 48 -148, Ionizing Radiation Protection.

5.4.7 Hazardous Materials/Chemical Management: Hazardous Materials/Chemical Management: All hazardous material use requires prior authorization before bringing the hazardous material on base. "Hazardous material" includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

5.4.7.1 The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto RAF Lakenheath, RAF Feltwell or RAF Mildenhall using the attached “HazMat Authorization Request Template”. The Contractor shall submit completed inventories and SDSs to the 1) CO, 2) CE Environmental / for RAF Lakenheath (01638 523990) (nolan.swick@us.af.mil), or for RAF Mildenhall 100 CES/CEIE (01638 545831), jeanne.dye-porto@us.af.mil and 3) Bioenvironmental Engineering (01638 528047) (48amds.sgpb@us.af.mil) at least 10 days prior to the date required to bring them on base.

5.4.7.2 Once approved, the Contractor must maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration will be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration will be reported no less than monthly. Hazardous material usage will be reported using the attached “HazMat Monthly Usage Log Template”.

5.4.7.3 The Contractor shall not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated. Reference: AFI-32-7086, Hazardous Materials Management

5.4.8 Controls of other hazards: Contractors must coordinate with Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations.

5.4.9 Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

5.5 Fire Prevention and Protection

5.6 Physical Security

5.6.3 Key Control: The owner/user will maintain all keys and locks to all CCTV system equipment and pre-identified facilities.

5.7 Uses and Safeguarding of Information: Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD) by 31 Oct. The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Contractors for other than Army components can visit https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/ Applicability: The reporting requirement applies to all contracted services, provided the organization that is receiving or benefiting from the contracted services is a Department of Defense organization, including reimbursable appropriated funding sources from non-DoD executive agencies where the Defense Component requiring activity is executive agent for the function performed. The reporting requirement does not apply to situations where a Defense Component is merely a contracting agent for another executive agency. In general, the only contracted services excluded from reporting are construction and utilities.

6 Specific Tasks

6.1 SCHEDULE OF WORK: The Maintenance contractor shall perform quarterly (four times annually) upkeep and maintenance inspections at a time determined by the customer and the contractor for RAF Mildenhall, RAF Lakenheath, and RAF Feltwell. Contractor shall schedule one (1) preventive maintenance activity, per site, for every three months for the list of sites provided at the time of award.

6.1.1 These inspections shall include but are not limited to the following:

a. Visual checks and operational tests of the CPU, switcher, peripheral equipment, interface panels, recording devices, monitors, video equipment electrical and mechanical controls, and a check of the picture quality/alignment from each camera.

b. Run system software and correct all diagnosed problems.

c. Resolve any previous outstanding problems.

6.1.2 EQUIPMENT INSPECTION AND CLEANING:

EQUIPMENT RACK

-- Visually inspect the interior of the rack assembly and all installed equipment for dirt and dust build-up.

-- Remove all dirt and dust build-up from the entire interior of the cabinet, installed equipment and wiring/cabling.

-- Clean the screens of the Video and DVR monitors using a mild cleaning solution and soft non-scratching material.

-- Inspect and clean equipment rack filters. Replace damaged filters.

-- Inspect and clean equipment rack fans.

-- Remove power from fans and turn the blades by hand and ensure the blades turn freely and quietly.

-- Remove all dust and dirt from the fan blades and housing surfaces.

-- Re-apply power and ensure the fans run freely and quietly.

-- Visually inspect all wiring and cabling connected to the equipment within the equipment rack.

-- Ensure all wiring and cabling is free of stress at the connection point or connector. Correct as required.

-- Ensure all wiring and cabling is securely connected and not coming loose from the connection point or connector. Correct as required.

-- Clean the outside of the cabinet to remove all dust, debris, handprints, stains and etc.

-- Clean the Plexiglas doors with an appropriate non-abrasive cleaner and soft non-scratching material to ensure all handprints, dust, and debris etc. are removed.

-- Ensure the doors (front and rear) open and close freely with no binding. Correct as necessary.

-- Ensure the cabinet rolls freely on the casters. Correct as required.

CAMERA POWER SUPPLIES

-- Visually inspect the interior and exterior and remove all dust and dirt from the power supply -- Ensure the wiring is not stressed at the point of connection and at the connectors. Correct as necessary.

-- Ensure all wire connections are secure and tight. Correct as necessary. NOTE: Power must be removed from the power supplies for inspection and cleaning.

-- Re-apply power and test the output voltage and ensure it is within manufacturer’s specification. Correct as necessary.

WORKSTATION

-- Visually inspect the CPU, Video Monitor, Keyboard, Mouse, KVM switch and interconnecting cabling.

-- Clean all surfaces of equipment to remove dust, dirt, stains, fingerprints and etc. using a mild, non-abrasive cleaning solution and non-scratching material.

-- Inspect interconnecting cabling for stress, cracking, abrasion, nicks, cuts and etc. Replace as necessary.

-- Ensure all cabling is not entangled with other wiring/cabling. Correct as necessary.

-- Check time synchronization between Admin Workstation and DVR’s.

-- Verify documentation is on Admin Workstation.

EQUIPMENT FUNCTIONAL TESTING

Digital Video Recorders Select each of the installed cameras at their respective DVR and ensure they are available for viewing on the associated monitor and programmed to record during normal operating hours. Correct as required for actual facility operating hours.

Click on the STATUS button of each DVR and ensure the following:

-- Record Mode = Circular -- Time Span = (Should be at least 30 days). NOTE: If the Time Span is less than 30 days notify the NCOIC of Installation Security -- Record Rate = 60ips -- Schedule Mode = Custom (This is usually the case unless special operating hours are required. Verify with the facility Director) -- Network = Available -- Correct discrepancies as necessary.

Perform a SEARCH of all cameras on their respective DVR and ensure they are being recorded during normal operating hours as programmed. Take a random sampling of different days and times for each camera. On systems having only one DVR Deluxe (16 or less cameras) randomly select the recorded video and save it to the installed RW CD installed on the DVR. Verify the required video is present on the CD.

Select and view the various screens at each DVR and ensure the 2X2, 3X3 and 4X4 screens are all available.

CAMERAS (Interior and Exterior) Visually inspect each of the cameras for obvious signs of damage or coming loose. Correct as necessary.

Observe the overall viewing area within the room and look for obvious signs of possible obstruction of the camera’s field of view. Consult with the room caregivers and relocate or remove the obstruction.

At the equipment rack select each of the cameras for viewing on the nine (9”) inch color monitor and observe the following:

-- Each camera selected is available for viewing.

-- Field of view is not obstructed.

-- Image is clear and not fuzzy or out of focus.

-- The date/time display is clear and not jittery or broken up on the screen.

-- The field of view is providing adequate coverage.

6.2 EMERGENCY SERVICE: The Government will initiate service calls when the CCTV system and surveillance system is not functioning properly. NLT 5 calendar days after contract award the Government shall be furnished with a telephone number where the service supervisor can be reached at all times. Service personnel shall be at the site within 48 hours after receiving a request for service. The CCTV system shall be restored to proper operating condition within 72 hours after receiving a request for service.

6.3 ADDITIONAL SERVICE CALLS: The Government will initiate non-emergency service calls when the CCTV system and surveillance system is not functioning properly. NLT 5 calendar days after contract award the Government shall be furnished with a telephone number where the service supervisor can be reached at all times. The CCTV system shall be restored to proper operating condition within 10 days after receiving a request for service.

6.4 OPERATION: Performance of scheduled adjustments and repairs shall verify operation of the CCTV system as demonstrated by the applicable portions of the performance verification test.

6.5 RECORDS AND LOGS: The maintenance contractor shall keep records and logs of each task, and shall organize cumulative records for each major component and for the complete system chronologically. A continuous log shall be maintained for all devices. The log shall contain calibration, repair, and programming data. Complete logs shall be kept and shall be available for inspection on site, demonstrating that planned and systematic adjustments and repairs have been accomplished for the CCTV system. The maintenance documentation shall describe maintenance for all equipment including inspection, periodic preventive maintenance, fault diagnosis, and repair or replacement of defective components.

6.6 WORK REQUESTS AND REPLACEMENT PARTS: The contractor shall separately record each service call request, as “received”. Work orders shall only be accepted by the appointed Contracting Officer Representative (COR). The form shall include the serial number identifying the component involved, its location, date and time the call was received, nature of trouble, names of the service personnel assigned to the task, instructions describing what has to be done, the amount and nature of the materials to be used, the time and date work started, and the time and date of completion. The contractor shall notify and in all cases, first gain approval by the appointed COR prior to ordering any required replacement parts associated with work requests. The COR shall also be notified at the earliest practical time when repair delays are expected. The contractor agrees that replacement parts furnished under this contract shall be covered by the most favorable commercial warranties the contractor gives to any customer for such supplies or service. The maintenance contractor shall deliver a record of the work performed to the customer within 5 calendar days after work is completed. The contractor shall be reimbursed upon submission of the invoice through WAWF upon approval for the parts indicated on the accompanying copy of the service call. In the event of parts ordered from the U.S the government will also reimburse shipping costs.

6.7 SYSTEM MODIFICATIONS: The maintenance contractor shall make any recommendations for system modification in writing to the appointed COR. No system modifications, including operating parameters and control settings, shall be made without prior approval by the appointed COR. Any modifications made to the systems shall be processed in strict accordance with “Work Requests” as prescribed by paragraph 6.5 of this PWS. Documentation for work related to system modifications, shall be provided by the contractor to the COR, for subsequent incorporation into the operations and maintenance manuals, and other documentation affected. All electrical undertaken in support of this contract work must be undertaken in compliance with JSP 375 Volume 3 Chapter 3 responsibilities Electricity at Work Regulations 1989 with regard to the design, installation, commissioning, operation, maintenance, and de-commissioning of electrical equipment or tie-ins to main supplies.

6.8 DESCRIPTION OF SYSTEM OVERALL RELIABILITY: The system to be maintained, including all components and appurtenances, shall be configured and installed to yield a mean time between failures (MTBF) of approximately 5000 hours. This would apply to components being added or replacing obsolete or failed components.

6.9 INSTALLATION: The maintenance contractor shall only install provided government furnished system components, and appurtenances in accordance with the manufacturer's instructions. The maintenance contractor shall furnish all necessary connectors, terminators, interconnections, services, and adjustments required for a complete and operable system.

6.10 CURRENT SITE CONDITIONS: The maintenance contractor shall visit the site and verify that site conditions are in agreement with the provided design package. The maintenance contractor shall report all changes to the site or conditions that may affect performance or maintenance of the system to the contracting officer or designated representative. The maintenance contractor shall not take any corrective action without written permission from the Government.

6.11 EXISTING EQUIPMENT: The maintenance contractor shall perform a field survey, including testing and inspection of all existing CCTV system equipment and signal lines intended to be maintained, and furnish a report to the Government. These surveys will be conducted quarterly at RAF Lakenheath, RAF Mildenhall, and RAF Feltwell. The maintenance contractor shall coordinate and obtain approval through the user prior to disconnecting any signal lines and equipment, and creating equipment downtime. Such work shall proceed only after receiving Government approval of these requests. If any device fails after the maintenance contractor has commenced work on that device, signal or control line, the maintenance contractor shall diagnose the failure and perform any necessary corrections to the equipment.