Attch 1 PWS 2009 Automated Entry .pdf

PERFORMANCE-BASED WORK

STATEMENT

(PWS)

AUTOMATED ENTRY CONTROL

WRIGHT-PATTERSON AFB, OHIO

10 February 2009

TABLE OF CONTENTS

SECTION NO. AND TITLE PAGE NO.

1. Description of Service

Description of Service 3

1.1. Entry Control System 3

1.2. Camera Surveillance System 3

1.3. Redundant Capability Requirement 3

2. Responsibilities of Contractor

General 3

2.1 General Responsibilities 3

2.2 Competency of Contractor Personnel 4

2.3 Spare parts, Tools, and Instruments 4

2.5 Time of Performance 4

2.6 Contractor Points of Contact 4

2.7 Movement of Equipment 4

2.8 Applicable only when software maintenance is contracted 4

3. Scope of Service

Scope of Service 5

3.1 Preventive Maintenance 5

3.1.1 Conducting Preventive Maintenance 5

3.1.2 Conducting User Training 5

3.2 Remedial Maintenance 5

3.2.1 Normal Duty Hours 5

3.2.2 Non-Duty Hours 5

3.2.3 Upgrade of Systems and systems Equipment 5

4. Purchasing Plan Element

4.1 - 4.2.6 6

5. Failure of Performance 6

6. Service Call Records

6.1 User Requirement 7

6.2 Contractor Requirement 7

7. User Point of Contacts 7

8. Authorized Personnel 8

9. Security Clearance Requirement 8

PERFORMANCE-BASED WORK STATEMENT

AUTOMATED ENTRY CONTROL SYSTEM FOR

BLDGS 262, 266, 70, AND HOPE HOTEL ENTRY GATE

1. DESCRIPTION OF SERVICE.

1.1 ENTRY CONTROL SYSTEM. The contractor shall be responsible for maintenance service of an existing Automated Entry Control System. The system is installed in, and controls, entry and movement within the AFMC Headquarters complex, (Bldgs. 262, 266, 70, and entry gate to Hope Hotel) at Wright Patterson AFB, Ohio. The existing automated system has 17 controllers capable of supporting 68 card readers and has the capability of controlling approximately 68 magnetic locking devices on doors located at interior and exterior entry points, throughout Buildings 262, 266, 70 and entry to Hope Hotel. This access control system uses an IBM compatible AT computer as its central processor unit. The system operates on proprietary software written by Synergistics, Inc. of Natick, Mass. and has capability of redundant mode operation , which provides 100 % computer and memory back-up in the form of a secondary IBM-PC computer in case of primary computer failure.

1.2 CAMERA SURVEILLANCE SYSTEM. The contractor shall be responsible for all

Preventive Maintenance and Remedial Maintenance service requirements to an existing camera surveillance system located in Bldgs 262 and 266. This system utilizes 32 cameras and associated computer support equipment located in both buildings 262 and 266. This includes all associated computer and software maintenance, upgrade requirements, and spare parts inventory used to support the surveillance system.

1.3 REDUNDANT CAPABILITY REQUIREMENT. Due to the critical nature of the systems the contractor maintains, a redundant (back-up) system must be available and provided to the user within four (4) hours of an event that renders the buildings unsecured or incapable of providing access to users (CAC Computer, Surveillance Camera Computer).

2. RESPONSIBILITIES OF THE CONTRACTOR.

2.1 GENERAL. The Contractor shall provide all necessary maintenance, labor, documentation (i.e. repair manuals, technical services, parts catalogs, and periodically updated technical drawings to include blueprints which identify exact location of existing system wiring and schematics which identify systems operation for maintenance troubleshooting), repair parts, maintenance supplies, tools, test equipment, transportation, and other related services needed to store and keep the equipment in operating condition. The contractor shall not be liable for repairs necessitated by: catastrophe; accident; neglect;

misuse; failure of electrical power; air conditioning; or humidity control, unless caused by the contractor, or fault of negligence of or movement by the Government. The contractor shall, at government request, upgrade the security system to the most current hardware and software revision.

2.2 COMPETENCY OF CONTRACTOR PERSONNEL. All services under this contract shall be performed by certified personnel who have completed applicable maintenance training courses. The maintenance contractor shall also have complete knowledge of the computer software and the various programs in the system's memory. As security requirements change quickly, based on the local threat and emergency contingencies, the systems configuration must remain flexible and adjustable. The contractor shall have complete knowledge of the components and operation of the system to perform maintenance on the systems hardware and provide training assistance to the user as required.

2.3 SPARE PARTS, TOOLS, AND INSTRUMENTS. Only new standard parts or parts equal in performance to and interchangeable with new parts shall be used in performing repairs. Installed parts shall become the property of the Government. Parts that have been replaced shall become the property of the contractor and must be removed from the installation at the expense of the contractor.

2.4 DAMAGED MATERIALS. The contractor shall replace any Government owned materials that are damaged by contractor fault/negligence, with materials of equal or better quality. The contractor shall notify the user within 1.5 hours if a condition resulting from such damage leaves the facility unsecured. The contractor shall make every effort to secure the building until such time as replacement parts are installed.

2.5 TIME OF PERFORMANCE. The contractor shall provide maintenance of the equipment listed in the schedule at the prices stated therein during the Principal Period of

Maintenance (PPM): 0700 through 1630, Monday through Friday (excluding Federal

Holidays) and Non-duty hours 1630 through 0700 for user identified emergencies.

2.6 CONTRACTOR POINT OF CONTACT. The contractor shall identify a single point of contact for both routine remedial maintenance (Normal duty hours; 0700- 1630 hrs.

Monday through Friday) and (Emergency non-duty hours; 1630 through 0700 Monday through Friday and 24 hours on Saturdays, Sundays and federal holidays) service calls and shall assure maintenance representatives receives notice of, and responds to, an emergency

(work stoppage) service call within 1.5 hours of notification. The contractor shall also notify the user when there is a change to single point notification due to vacation, illness, injury, or other that may delay/preclude response.

2.7 MOVEMENT OF EQUIPMENT. The contractor shall provide all labor and material for the movement of equipment.

2.8 APPLICABLE ONLY WHEN SOFTWARE MAINTENANCE SERVICE IS

CONTRACTED. If the contractor determines that the malfunction is the result of defective software, the contractor will pay all charges for any software support provided by the software contractor.

3. SCOPE OF SERVICE.

3.1 PREVENTIVE MAINTENANCE (PM). The contractor shall perform preventive maintenance on a scheduled basis designed to keep the equipment in operating condition. PM will be based upon the specific needs of the system as determined by the user, contractor and as approved by the contracting office. The contractor shall provide preventive maintenance at least once a month which includes, but is not limited to, inspection, cleaning, repair, alignment, lubrication, and electronics operational check to insure proper systems operation and that all systems equipment continues to meet factory specifications.

3.1.1 CONDUCTING PREVENTIVE MAINTENANCE. PM shall be conducted the last week of each month during the normal duty hours of 0700 to 1630, Monday through Friday (excluding federal holidays). The exact dates of PM inspections/maintenance shall be mutually agreed upon between the using activity and the contractor.

3.1.2 CONDUCTING USER TRAINING. The contractor shall conduct equipment/computer training for personnel designated by the user once a quarter. Four (4) hours of training shall be conducted the last week of the quarter at a mutually agreed upon time and date.

3.2 REMEDIAL MAINTENANCE (RM). RM shall be performed upon notification that the equipment is inoperative.

3.2.1 NORMAL DUTY HOUR RM (0700-1630). The contractor shall respond to non-emergency (duty hours) calls for remedial maintenance within 1.5 hours of notification via telephone or in person. Remedial maintenance will encompass maintenance of all exterior doors, gates, and surveillance camera systems to the extent necessary to ensure security of buildings entry during normal duty hours.

3.2.2 NON-DUTY HOUR RM (1630-0700). The contractor shall respond to emergency

(non-duty hours) calls for remedial maintenance within 1.5 hours of notification via telephone or in person to the user. Remedial maintenance will encompass maintenance of exterior doors/surveillance cameras to the extent necessary to secure the building during non-duty hours within four (4) hours. The user need not be present during accomplishment of this remedial (after hours- emergency) maintenance. The contractor shall complete remedial maintenance within twenty-four (24) hours after notification by the user that the equipment is inoperative, unless an extension is mutually agreed upon between the user and the contractor.

3.2.3 UPGRADE OF SYSTEMS AND SYSTEMS EQUIPMENT. If during the life of the contract, a system or equipment upgrade is deemed necessary, the contractor shall provide the upgrade services. The government will notify the contractor of all revised system or equipment upgrade requirements.

4. PURCHASING PLAN ELEMENT.

4.1 An acceptable puchasing plan shall be maintained throughout the life of the contract.

Purchasing Plan must be approved by the Contracting Officer prior to contract start date. The plan shall include, but is not limited to the following:

4.2 Procedures to obtain parts, materials, or subcontracted services at the lowest possible price to the government.

4.2.1 A minimum of three (3) bids is required on each item that exceeds $2,500. The bids shall be submitted to the contracting officer and will include the manufacturer’s current technical data (e.g., catalog, brochures) for approval.

4.2.2 When requirements for several Work Orders (WO) are grouped together, invoices shall be prepared to itemize charges for each Work Order.

4.2.3 If three (3) bids cannot be obtained, evidence of the reasonableness of the price shall be documented and submitted to the contracting officer.

4.2.4 In the case of a “no quote” source, the offeror shall provide the name of the manufacturer’s representative, company name, date contacted, and telephone number. Sole source, single source, and brand name purchases shall require a letter of justification approved by the contracting officer. Specific item request’s require a letter of justification from the user, approved by the contracting officer.

4.2.5 Competitive bids shall not be required in item purchases equal or less than $2,500 as long as the price is considered reasonable by the contracting officer. Contractor must provide justification for fair and reasonable pricing.

4.2.6 The Contracting Officer must approve all purchase orders for parts, materials or subcontracted services, without exception. An approved maintenance Work Order (WO) does not constitute authorized approval for ordering parts, materials of subcontracted services.

5. FAILURE OF PERFORMANCE. If the contractor fails to perform remedial maintenance within the prescribed time, the contractor shall grant credit to the Government. Failures will be computed as follows: A reduction will be assessed by dividing the number of calls for the month into the total cost for the month for each hour beyond the twenty-four (24) hours allotted by the contract for completion. The Government will reduce by 10 percent the value of the call for each hour the contractor is late up to a maximum of 80 percent of the value of the completed calls.

6. SERVICE CALL RECORDS.

6.1 USER REQUIREMENT. The user shall furnish a RM ticket for each maintenance service call to the contractor by email or in person. The RM ticket shall provide the following information:

6.1.1 Date and time of RM call.

6.1.2 Type of equipment involved.

6.1.3 Description of problem:

6.1.4 Location of problem.

6.1.5 Point of contact information.

6.1.6 Ticket number for tracking.

6.2 CONTRACTOR REQUIREMENT. The contractor shall complete the service call and record on RM the following information:

6.2.1 Date and time contacted by user.

6.2.2 Date and time of arrival.

6.2.3 Action taken.

6.2.3 Name of person contacted at facility (Command contact during non-duty hour calls)

6.2.4 Signature of user (first duty day after if non-duty hour/weekend call) indicating satisfactory completion of work.

6.3 A Copy of the RM service call record will be left with the user and the original will be submitted to the using activity at the time of invoicing through the Wide Area Work Flow

(WAWF) system.

7. POINT OF CONTACTS (POCs). HQ AFMC/CSH POCs are Mr. Brian Paquin, (937) 257-

6584 and Mr. Donald C. Shelton (937) 656-2394.

8. AUTHORIZED PERSONNEL. The following is a list of authorized personnel to place calls under this contract:

8.1.1 Brian E. Paquin HQ AFMC/CSH (937) 257-6584

8.1.2 Donald C. Shelton HQ AFMC/CSH (937) 656-2394

8.1.3 J.R Richardson HQ AFMC/CSH (937) 257-2458

8.1.4 Gary Beckley HQ AFMC/CSH (937) 257-6953

9. SECURITY CLEARANCE. The contractor is required to have a Secret Security Clearance with a DD 254-Department of Defense Contract Security Classification Specification in order to gain access to secured areas that are within the areas of work to be performed.