PWS - Security Sys Annual Mx - 24 Jan 24.pdf

Solicitation Number / Contract Number TBD

Insert Date, Mod #

PERFORMANCE WORK STATEMENT

for

Air Force Medical Agency

Security System Annual Maintenance and Upgrades

Solicitation/Contract Number TBD

Date: 24 January 2024

(Version Control Date: 22 Jun 22)

Table of Contents

Section Page Number

1. DESCRIPTION OF SERVICES

1.1. Background

1.2. Scope

2. GENERAL INFORMATION

2.1. Contractor Identification

2.2. Contractor Training

2.3. Contractor/Government Communication

2.4. Monthly Status/Financial Report

2.5. Place of Performance

2.6. Travel Requirements

2.7. Mission/Emergency Essential

2.8. Duty Hours

2.9. Telecommuting

2.10. Federal Holidays

2.11. Facility Closures

2.12. Conduct of Contractor Personnel

2.13. Controlled Unclassified Information (CUI)

2.14. Personnel Staffing

3. CONTRACT REQUIREMENTS

3.1. Maintenance Support Services

3.2. Minimum Qualifications. N/A

3.3. Security Requirements

3.4. Service Contract Reporting (SCR)

3.5. Quality Control Plan (QCP)

3.6. Post-Award and Initial Contract Performance Meeting

4. PERFORMANCE OBJECTIVES

4.1. Services Summary (SS)

5. GOVERNMENT FURNISHED PROPERTY (GFP)

6. DELIVERABLES

7. APPENDICES

APPENDIX A Acronyms

PERFORMANCE WORK STATEMENT (PWS)

SECURITY SYSTEM ANNUAL MAINTENANCE AND UPGRADES

1. DESCRIPTION OF SERVICES

1.1. Background.

This requirement is in support of the Air Force Medical Agency (AFMED) Medical Logistics

Warehouse Bldg 1534 located in San Antonio, Texas. The AFMED/SG4W buildings are access-controlled and monitored to provide operational and mission security for contingency medical War

Reserve Materiel (WRM) operations. Ongoing preventive and repair maintenance programs are essential to systems in order to perform and operate as designed. Modifications to the existing systems and their software may be required when equipment becomes outdated or obsolete. AFMED/SG4W requires maintenance of the integrated security system, encompassing the alarm system, access control system, and surveillance system to meet Air Force and AFMED/SG4W security standards.

1.2. Scope.

This is a performance based non-personal services requirement to provide annual security alarm maintenance and upgrade services for AFMED/SG4W. Maintenance services include quarterly inspections, software updates, hardware checks, and troubleshooting the alarm, access control, and surveillance system components. In addition, the contractor shall maintain and service any component upgrades, installation of new requirements and modifications of existing infrastructure. The

Government will neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to or prepare work schedules for Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are personal services or give the perception of personal services. If the Contractor feels any actions constitute, or are perceived to constitute personal services, the Contractor shall notify the Contracting Officer (CO) immediately. All decisions relative to programs supported by the Contractor shall be the sole responsibility of the Government.

2. GENERAL INFORMATION

2.1. Contractor Identification.

All Contractor/Subcontractor personnel shall identify themselves as Government Contractor personnel during all forms of communications such as business meetings, telephone conversations, electronic mail, attendance sheets, coordination documentations, reports, and the signature blocks utilized in all correspondence. If a contract requires Government workspace, the Contractor/Subcontractor personnel shall wear a picture identification badge and identify their workspace area with their name and company affiliation.

2.2. Contractor Training.

No government provided contractor training is required for this contract.

2.3. Contractor/Government Communication.

2.3.1. The Contractor shall designate a Focal Point to be the single point of contact for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 24 hours of Government initiated communication (e.g., return phone calls, emails, or other communication).

2.4. Monthly Status/Financial Report.

The Contractor shall prepare and submit a monthly status/financial report identifying all tasks performed, status, issues, and anticipated actions consistent with the PWS. The Contractor shall provide the Monthly Status/Financial Report in accordance with (IAW) Contract Data Requirements List

(CDRL) A001 and associated DID.

2.5. Place of Performance.

The work to be performed under this contract will be performed at the warehouse located at 601 Davy

Crockett Rd. Bldg 1534, San Antonio TX.

2.6. Travel Requirements.

No travel requirements under this contract.

2.7. Mission/Emergency Essential.

None of the services listed are mission essential.

2.8. Duty Hours.

Normal duty hours are 7:30 am to 4:30 pm, Monday through Friday (excluding Federal Holidays) and

Family/Down Days when published.

2.9. Telecommuting.

2.9.1. Telecommuting is authorized on an ad-hoc or situational basis for this contract. Routine (3 or less days per week) and/or full-time (5 days per week) telecommuting may be authorized upon the written approval of the Contracting Officer Representative (COR). The COR shall have final approval of telecommuting schedules. In the event telecommuting is authorized, a laptop with a

Virtual Private Network account and Common Access Card (CAC) accessibility shall also be provided and supported by the government in locations referenced in Section 2.5. In the event of unplanned closure of the facility due to natural disasters, military emergency or severe weather, the contractor may propose an alternate work location subject to the prior coordination of the contractor’s focal point and COR. Contractors shall complete the telework training course, and a signed agreement shall be in place and provided to the COR/PM prior to telecommute. The contract personnel telecommuting will ensure continuity and timeliness in completing tasks.

2.9.2. While telecommuting, contractor personnel must respond to any inquiries from the COR or designated government official within 2 hours. In the event the contractor personnel are unable to log onto their laptop due to VPN or CAC issues, the contractor employee shall either take leave following company policies, or report to an alternate location where meaningful work can be accomplished. The contractor may not charge the Government for work not performed or travel time a contractor employee may require locating a suitable alternative location.

Teleworking arrangements may be revoked by the CO through written correspondence; contract personnel will be required to return to work on the next business day.

2.10. Federal Holidays.

Federal offices are closed on federal holidays as established by Federal law (5 U.S.C. 6103) and any other holidays declared by executive order. Holidays are documented by year on the Office of Personnel

Management website for Federal employees located at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview.

2.11. Facility Closures.

The Government will notify the Contractor of anticipated closure of the facility, (i.e., training, holidays, administrative leave granted to the entire staff, or other closure including down days) five (5) business days in advance or as soon as possible. A down day is a day that the United States Air Force (USAF) leadership designates as a minimal manning/liberal leave day. The employee may take leave following their company’s policies or work from an alternate location. In the event of unplanned closure of the facility due to natural disasters, military emergency or severe weather, the Government will notify the

Contractor in the same manner as the Government notifies Washington D.C. area civilian personnel.

2.12. Conduct of Contractor Personnel.

2.12.1. Reference FAR 3.1002(a) The CO or designated Government representative may require

Contractor personnel working under this contract be removed from the job site. Removal from the job site or dismissal from the premises shall not relieve the Contractor of the contract requirements.

2.12.2. Contractor personnel shall observe Government facility parking, safety and traffic regulations that apply to all facility employees.

2.12.3. Alcoholic beverages on the job are prohibited.

2.12.4. There shall be no loud, profane, or abusive language used on the job.

2.12.5. Contractor personnel shall present a neat well-groomed appearance. Neat, clean, business casual or business attire clothing shall be worn.

2.13. Controlled Unclassified Information (CUI).

2.13.1. CUI is Government created or owned UNCLASSIFIED information that must be safeguarded from unauthorized disclosure.

2.13.2. Information requiring specific security measures indexed under one system across the Federal

Government DoD Instruction 5200.48, “Controlled Unclassified Information,” established DoD

CUI policy on March 6, 2020.

2.13.3. All information produced from contract performance shall be reviewed prior to dissemination to determine if CUI is identified, and if so refer to DoDI 5200.48 for additional instructions regarding designation, handling, and decontrolling of CUI (including CUI identification, sharing, marking, safeguarding, storage, dissemination, destruction, and records management).

2.14. Personnel Staffing.

2.14.1. The Contractor shall accomplish, at a minimum, the following personnel staffing performance management outcomes:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url%3DOverview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url%3DOverview

2.14.1.1. Ensure positions are filled 100% and are present for duty within 15 days after the start of the period of performance (POP) in the contract.

2.14.1.2. Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the

Government is minimal and position vacancies do not exceed 10 calendar days. The

Contractors shall maintain an overall filled rate of 95%.

2.14.1.3. The substitute/replacement personnel shall begin work no later than 10 calendar days after notification or immediately after departure of the incumbent personnel, whichever is earlier.

2.14.1.4. The Contractors shall promptly notify the CO and COR within five (5) calendar days of a projected vacancy exceeding 10 calendar days.

2.14.1.5. Provide a stable workforce with less than 30% turnover across all contracted positions. A turnover is recorded when a worker leaves a position for any reason and the Government still has a requirement for that position.

2.14.1.6. The Government will not pay for services not rendered if a vacancy exceeds 10 business days.

3. CONTRACT REQUIREMENTS

3.1. Maintenance Support Services.

3.1.1. Objectives.

3.1.1.1. Ensure System Integrity. Maintain the integrity of the integrated security system by conducting routine inspections to identify and address any vulnerabilities or malfunctions in the alarm, access control, and surveillance systems.

3.1.1.2. Software Updates. Implement timely updates and patches to the software of the alarm, access control, and surveillance systems to enhance their functionality and address emerging security threats.

3.1.1.3. Provide outlined updates and component additions.

3.1.2. Responsibilities.

3.1.2.1. Regular Inspections. Conduct annual scheduled inspections of all components within the alarm, access control, and surveillance systems, including sensors, access devices, cameras, and recording equipment, to ensure optimal performance.

3.1.2.2. Fault Identification and Resolution. Identify and rectify any faults or malfunctions in the alarm, access control, and surveillance systems promptly to minimize downtime and ensure continuous protection.

3.1.2.3. Ensure 24/7 alarm dispatch service is provided by accredited Underwriters Laboratory

(UL) listed monitoring.

3.1.2.4. Provide extended service coverage to include parts and labor for failed component items due to normal wear and tear.

3.1.2.5. Provide end user training and training materials. Training includes panel operation and user level troubleshooting steps, camera system operation, use of any software needed to operate system daily.

3.1.2.6. Provide all parts, labor, materials, tools, equipment, services, and supervision required to maintain and monitor the system.

3.1.3. Maintenance Tasks.

3.1.3.1. Hardware Checks. Perform annual visual/operational inspection on hardware components of the alarm, access control, and surveillance systems to verify their operational status, including power supplies, connections, and physical condition. Replace non-functional or damaged components from normal wear and tear. Clean and adjust components, to include internal fans and surveillance cameras, to ensure optimal performance.

3.1.3.2. Software/Firmware Checks. Annually validate all systems are installed with current software and firmware. Perform system updates as required in accordance with manufacturer’s recommendations and perform operational check on affected systems after updates have been installed to verify continued functionality and performance.

3.1.3.3. System Testing. Conduct system-wide testing annually, including alarm tests, access control validations, and surveillance system checks, to validate the effectiveness of the integrated security system.

3.1.4. Reporting.

3.1.4.1. Incident Reports. Provide detailed reports on any security incidents, faults, or malfunctions within the alarm, access control, and surveillance systems, outlining the actions taken and recommendations for improvements.

3.1.4.2. Maintenance Reports. Submit annual reports summarizing maintenance activities performed on the alarm, access control, and surveillance systems, issues addressed, and recommendations for system enhancements.

3.1.5. Emergency Response.

3.1.5.1. On-Call Support. Be available for 24/7 on-call support to address emergency situations or critical system failures within the alarm, access control, and surveillance systems outside of regular maintenance hours.

3.1.5.2. Ensure dispatch is available and can dispatch local police support in the event of burglary or duress events within 10 minutes of event or at the request of end user.

3.1.5.3. Implement procedures for immediate response to alarms, including notification of appointed building managers.

3.1.6. Performance Metrics.

3.1.6.1. Scheduled Downtime. Maintain scheduled downtime within duty hours 0730-1630 for the alarm, access control, and surveillance systems, ensuring that any scheduled maintenance activities are communicated and coordinated to minimize disruptions.

3.1.6.2. Response Time. Demonstrate a prompt response to reported issues within the alarm, access control, and surveillance systems. The contractor must have staff available for telephone assistance 24/7. This assistance includes troubleshooting, assisting with turning on and off sensors and any other remote actions to assist with the alarm system.

3.1.6.3. Disruptions. For disruptions, in which the physical security of the facility is unattainable, the contractor must report to site within 4 hours.

3.1.7. Continuous Improvement. Commit to continuous improvement by proactively suggesting upgrades, enhancements, or optimizations to the integrated security system, considering the alarm, access control, and surveillance system components, based on industry best practices.

3.1.8. Existing Equipment Listing.

3.1.8.1. Access Control System. Consisting of a Brivo Onsite server access control platform that is installed and managed through a Geovision Network Video Recorder (NVR) server via a local web portal. Currently there is 1 controller card and 9 reader boards installed.

Surface mounted electric strikes are installed throughout the facility.

3.1.8.2. Network Video Security Camera System. Consisting of a Windows 7 Professional

Geovision server with 18 internet protocol (IP) cameras installed. Various network switches are deployed throughout the building to connect these cameras to the main system. Most the of network switches are Geovision 8 Port Power over Ethernet (POE) switches.

3.1.8.3. Intrusion Detection System. Consisting of a Honeywell Vista 128BPTSIA that has 4 partitions. Each with their own keypad. There are two keypads on the main partition. The alarm system communicates through a cellular communicator and has 40 zones. There are dedicated zones that detect environmental conditions such as water and low temperature.

3.2. Minimum Qualifications. N/A

3.3. Security Requirements.

3.3.1. Personnel Clearance. The Contractor personnel shall have a Tier 1 National Agency Check and

Inquiries (NACI) investigative clearance/background investigation prior to performing work on this contract. The Contractor shall request personnel security clearances to include fingerprinting, and all associated clearance tasks, at the company’s expense. The Contractor shall provide documentation received from the appropriate Government agency as to the verification of contract personnel’s Tier 1 certification. Due to costs involved with security investigations, requests for personnel security clearances shall be kept to the minimum required to perform contract requirements.

3.3.2. Local Area Network (LAN). All Contractor employees requiring access to the Government unclassified computer network shall have a valid Tier 1 investigation verified through JPAS. No

Contractor employee will be provided access to unclassified computer network or its inherent capabilities (i.e., internet access, electronic mail, file and print services) without a valid Tier 1 investigation. The Contractor shall be aware of and abide by all Government regulations concerning the authorized use of the Government’s computer network including the restriction against using the network to recruit Government personnel or advertise job openings.

3.3.3. Disclosure of Information. In the performance of this contract, the Contractor may have access to data and information proprietary to a Government agency or to another Government

Contractor, or of such nature that its dissemination or use, other than as specified in this contract, would be illegal or otherwise adverse to the interests of the Government or others. The

Contractor and its personnel shall not divulge, or release data or information developed or obtained under performance of this contract, except to authorized Government personnel or upon written approval of the CO. The Contractor and its Contractor personnel shall not use, disclose, keep for personal use, or reproduce proprietary information bearing a restrictive legend, other than as specified in the contract.

3.4. Service Contract Reporting (SCR).

The Contractor shall report manpower data IAW the current Guidebook for Service Contract Reporting in the SAM. User Manuals: Additional guidance can be found in the Guidebook for Service Contract

Reporting in the System for Award Management.

3.5. Quality Control Plan (QCP).

A QCP is not required for this service.

3.6. Post-Award and Initial Contract Performance Meeting.

The Contractor shall participate in the post-award meeting scheduled by the Government.

4. PERFORMANCE OBJECTIVES

4.1. Services Summary (SS).

The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

Table 2 SS

SS#

PERFORMANCE

OBJECTIVE

PWS Para PERFORMANCE THRESHOLD

Quarterly inspections, software updates, hardware checks

1.2

No missed quarterly inspections.

https://dodprocurementtoolbox.com/cms/sites/default/files/resources/2020-10/SCR%20Guidebook%2021%20October%202020.pdf https://dodprocurementtoolbox.com/cms/sites/default/files/resources/2020-10/SCR%20Guidebook%2021%20October%202020.pdf

SS#

PERFORMANCE

OBJECTIVE

PWS Para PERFORMANCE THRESHOLD

Provide timely response to government correspondence

2.3.1 Respond to correspondence within 24

hours 100% of the time.

Emergency response and monitoring

3.1.5

Have 24/7 support reachable by appointed building manger 100% of the time. No missed emergency notifications. No more than 2 notifications to appointed building manager exceeding 10 minutes each quarter.

Continuous improvement suggestions.

3.1.4.2

3.1.7

Provide recommendations based on documented quarterly system inspections.

5. GOVERNMENT FURNISHED PROPERTY (GFP)

The Contractor’s responsibilities for the GFP are outlined in the Government Property clause 52.245-1.

6. DELIVERABLES

6.1. The Contractor shall submit all deliverables as specified in this PWS and contract Exhibit A, Contract

Data Requirements List (CDRL).

6.2. All deliverables shall be submitted electronically to the COR(s) unless otherwise directed.

6.3. The Contractor shall provide informal reports by e-mail as requested by the COR.

7. APPENDICES

APPENDIX A Acronyms

Acronyms and Definitions

ACRONYM DEFINITIONS

AFMED Air Force Medical Agency

CAC Common Access Card

CDRL Contract Data Requirements List

CO Contracting Officer

COR Contracting Officer Representative

CUI Controlled Unclassified Information

GFP Government Furnished Property

IAW In Accordance With

LAN Local Area Network

NACI National Agency Check and Inquiries

NDA Non-Disclosure Agreement

NDAA National Defense Authorization Act

POP Period of Performance

PWS Performance Work Statement

QC Quality Control

QCP Quality Control Plan

SCR Service Contract Reporting

SS Services Summary

UL Underwriters Laboratory

USAF United States Air Force

WRM War Reserve Material