PWS_Automated_Entry_Control_Camera_Systems.docx

PERFORMANCE BASED WORK STATEMENT (PWS)

AUTOMATED ENTRY CONTROL AND CAMERA SYSTEMS

Headquarters Air Force Materiel Command (HQ AFMC) Wright-Patterson AFB, Ohio 45433

19 April 2016

TABLE OF CONTENTS

SECTION TITLE PAGE

1.0 Description of Services/General Information 2

2.0 Services Summary 8

3.0 Government Furnished Property and Services 9

4.0 Appendices 9

ATTACHEMENTS:

1 Building Locations - Map for HQ AFMC Complex Buildings 10262 and 10266 2 Building Locations - Map for HQ AFMC Complex Buildings 10262 and 10266 Organizational Map 3 Government Furnished Equipment List (Existing) 4 Access Control System Readers 5 Access Control System Controllers 6 Cameras

1.0. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. Description of Services. The contractor shall test, inspect, repair, and maintain the automated entry control system and surveillance equipment as well update the associated technical and blueprint drawings in accordance with (IAW) all federal, state, and local regulations in the performance of this contract. The contractor shall provide all labor, equipment, management, tools, supplies, equipment, and documentation (to include repair manuals technical services, and parts catalogs) in order to successfully execute the required services of this contract at Wright Paterson Air Force Base, Ohio.

1.1.1. Access Control Systems. There is an access control system and camera system installed at the AFMC Headquarters Complex at Wright Patterson AFB, Ohio to include:

· Buildings 262, 266, 2A gates

· T-road Gates

· Entrapment Gates

· Base Perimeter Turnstile Pedestrian Entry Gates - which control the entry and movement within.

The existing automated system has 17 controllers capable of supporting 54 card readers and has the capability of controlling 54 magnetic locking devices on doors located at interior and exterior entry points, throughout the Complex. This access control system uses an IBM-compatible Advanced Technology computer as its central server/processor unit. The system operates on proprietary software written by Millennium Group, Inc. of Natick, Mass (also known as Synergistics). The current access control software is WaPac. The encoder software is IDTECH which operates on the IDT EzWriter Workshop version 3.6. The camera system uses SMS software current version 344.2b.

1.1.1.1. The contractor shall ensure the serviceability and operation of the access control system.

1.1.1.2. The contractor shall perform all maintenance, preventative maintenance, service and repairs to the existing automated entry control systems.

1.1.2. Camera Surveillance Systems. This system utilizes 33 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. The system operates on proprietary software written by Server Management Software.

1.1.2.1. The contractor shall ensure the serviceability and operation of the camera system.

1.1.2.2. The contractor shall perform all maintenance and preventive maintenance service and repairs to the existing camera surveillance systems.

1.2. Redundant Capability Requirement. Due to the critical nature of the systems, the contractor shall maintain a redundant (back-up) system and install it to the Contracting Officer Representative (COR) within four (4) hours of any occurrence that renders the buildings/gates/turnstiles unsecured or incapable of providing access to users (i.e. CAC computer, camera systems computer). The COR will submit a work request to the contractor as required by Paragraph 1.13.4.

1.3. Systems Security. As security requirements change quickly, based on local threats and emergency contingencies, the systems configuration must remain flexible and adjustable. The contractor shall therefore perform maintenance on the systems hardware and provide training assistance to the user as required/requested. This is for both the access control systems and camera systems.

1.4. Parts. Only new standard parts equal in performance and interchangeable 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.

1.4.1. Parts Upgrades. Parts that might need to be upgraded at a later date which will be determined by the COR but this list is not all inclusive: swipe/PIN readers, swipe/biometrics readers, controllers for swipe/biometrics readers, access control server, access control software, PTZ cameras, camera servers, camera software, turnstiles, handicapped access gates, overhead access doors, overhead access doors motors, encoders, remote openers.

1.4.1.1. Upgrade of Systems and Systems Equipment. If during the life of the contract, a system or equipment upgrade is necessary, the contractor shall provide the upgrade services upon Government notification. The Government will then provide the contractor with the revised system or equipment upgrade requirements.

1.5. Hours of Operation. The contractor shall provide service of the equipment Monday through Sunday, 24 hours a day, for emergencies as required by the COR.

1.5.1. Routine Service Calls. Routine service calls will be made during normal working hours (0700 - 1630) excluding the Federal holidays listed below. The contractor shall respond to the COR for routine service calls within four (4) hours after receipt of a routine service call to discuss the problem with the COR and determine the scope of work, the solution, and then complete services within 24 hours after receipt of the routine service call. Should this time fall during a weekend or holiday, the contractor shall respond the next workday.

1.5.1.1. Federal Holidays.

1.5.1.1.1. The contractor is not required to respond to routine calls on the following federal holidays:

· New Year’s Day- 1 January

· Martin Luther King Day- 3rd Monday in January

· Washington’s Birthday- 3rd Monday in February

· Memorial Day- last Monday in May

· Independence Day- 4 July

· Labor Day- 1st Monday in September

· Columbus Day- 2nd Monday in October

· Veteran’s Day- 11 November

· Thanksgiving Day- 4th Thursday in November

· Christmas Day- 25 December

1.5.1.1.2. Please note that federal holidays listed above are the only officially recognized holidays (Good Friday is not a recognized holiday).

1.5.1.1.3. When a holiday falls on a Saturday, the preceding Friday shall be considered a holiday. When a holiday falls on a Sunday, the following Monday shall be observed. If a periodic task, as scheduled by the contractor, falls on one of the above listed holidays, the contractor shall perform said task on the next workday immediately following the holiday.

1.5.2. Damaged Materials and Equipment.

1.5.2.1. The contractor shall replace any Government owned material or equipment (listed in Attachment 3 to this PWS) that is damaged through contractor fault/negligence, with equal or better quality.

1.5.2.2. The contractor shall notify the COR within 1.5 hours after discovery if a condition resulting from such damage leaves the facility unsecured.

1.5.2.3. The contractor shall ensure the building is secured until the necessary repairs are completed.

1.5.3. Base Closure

1.5.3.1. In the event the base commander determines it necessary to close the base due to adverse weather, a base or local disaster, security problems, or other event, the following radio and television stations will have the most recent information:

Television Stations:

WHIO 7, WDTN 2, WKRC 12, WKEF 22, WBNS 10

Radio Stations:

FM: WHKO 99.1

AM: WHIO 1290, WBNS 1460, WTVN 610

1.5.3.2. Additionally, base status information can be obtained by calling (937) 656-SNOW or by going to the public, off-base website at http://www.wpafb.af.mil/.

1.5.3.3. The contractor shall not receive any other form of notification of a base closure from the Government other than what is listed above. The contractor is then responsible for the notification of his/her employees.

1.5.3.4. Emergency Service Calls. The contractor shall be on the job site within 1.5 hours after receipt of an emergency service call and complete services within 24 hours after receipt of the service call.

1.6. Movement of Equipment. The contractor shall provide all labor, material and equipment for the movement of all equipment.

1.7. Preventive Maintenance Inspection (PMI) Plan. The contractor shall develop a PMI plan that includes all of the required inspections, tests, and services, addressed in this PWS. Upon contract award, the contractor shall submit their PMI plan to the Contracting Officer for acceptance. The plan shall include an estimated weekly/monthly/quarterly schedule of all preventive maintenance the contractor shall perform for the automated entry control system. Once accepted, the contractor shall follow that schedule as closely as possible. The contractor shall submit all changes of the PMI to the PCO prior to implementing any changes to that schedule.

1.7.1. Preventative Maintenance (PM).

1.7.1.1. The contractor shall perform preventive maintenance on a scheduled basis designed to keep the equipment in operating condition.

1.7.1.2. The contractor shall provide preventive maintenance at least once per month which includes, but is not limited to, inspection, cleaning, repair, alignment, lubrication, and electronics operational check to insure proper systems operation and all systems equipment continues to meet factory specifications. This includes functional testing of all equipment.

1.7.1.3. The contractor shall perform functional operation tests on all systems after repair and after resetting of the equipment.

1.7.1.4. The contractor shall notify the COR at least two (2) days prior to testing each system and provide the COR with the day and time of testing, so facility occupants can be notified prior to any system testing.

1.8. Contractor Reports. Within five (5) calendar days after completion of each preventive maintenance inspection, the contractor shall submit a report to COR on the results of that PMI. (CDRL A00X) Each report shall include:

· Inspection date and time

· Name of the individual that performed the inspection

· Building number

· Maintenance and repairs accomplished

· Testing results

· All discrepancies

· Any system impairments

· Any recommendations

1.9. Contractor Disabled System. When the contractor is required to disable the system for maintenance or repairs, the contractor must coordinate with the COR before rendering any system inoperative. If the system is rendered inoperative by the contractor, for any reason other than scheduled regular testing and maintenance, the contractor shall restore the system within 24 hours. The contractor shall notify the COR within 24 hours of any outages other than scheduled outages.

1.10. Conducting Preventative Maintenance (PM). 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 coordinated with COR, the using activity, and the contractor.

1.11. Conducting User Training. The contractor shall conduct equipment/computer training for Government personnel as requested by the COR once a year. Four (4) hours of training shall be conducted as scheduled by the Government. The COR and contractor shall mutually agree on the date of training. When upgrades are made in software the contractor will provide training to the Government once the software has been installed.

1.12. Remedial Maintenance (RM). RM shall be performed upon notification that the equipment is inoperative.

1.12.1. Normal Duty Hours for Remedial Maintenance (0700-1630). The contractor shall respond to routine nonemergency (duty hours) calls for remedial maintenance within 1.5 hours of notification via telephone or in person. Remedial maintenance shall 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. The timeframe for completion is 24 hours.

1.12.2. Non-Duty Hours for Remedial Maintenance (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 shall encompass maintenance of exterior doors/surveillance cameras to the extent necessary to secure the building during non-duty hours within four (4) hours for emergency. The user does not need 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 requested by the contractor and granted by the COR.

1.13. GENERAL INFORMATION

1.13.1. Contractor POCs. The contractor shall provide the name and phone number of a primary, and at least one (1) alternate contact for all service calls to the COR upon award of the contract. The contractor shall assure Contractor maintenance representatives receives notice, and responds to all emergency (work stoppage) service calls within 1.5 hours of notification. The con tractor shall also notify the Contracting Officer and COR when there is a change to the point of contact, due to vacation, illness, injury, or other that may delay/preclude response.

1.13.2. Service Call Records. The COR is authorized to contact the contractor when repairs or resetting of automated entry control equipment is required. The contractor shall only accept service calls from the Authorized Callers List. If the contractor receives a call for services from anyone other than the authorized personnel, the contractor shall advise the caller to contact COR. Service calls may be classified as emergency, or routine, and the assigned designation will be given to the contractor by the authorized caller. If the contractor has multiple service calls he/she will respond in accordance with (IAW) the priority list, which will be provided by COR upon submission of a work request to the contractor.

1.13.2.1. Service Call Status Updates. The contractor shall provide updates to the COR immediately and every time the status changes on a service call. The contractor can notify the COR via phone, email, notes to the COR or in person to the COR.

1.13.3. Contractor Service Call Record Requirement. The contractor shall complete the service call and record on Remedial Maintenance the following information:

· Date and time contacted by user

· Date and time of arrival

· Name of person contacted at facility (POC contact during non-duty hour calls)

· Action taken

· Signature of COR indicating satisfactory completion of work

· Contractor notification to the COR of status changes within 24 hours via email, phone or notes with the POC

· A copy of the Remedial Maintenance service call record shall be left with the COR for inspection before entry into WAWF and the original will be submitted to the using activity at the time of invoicing through the Wide Area Work Flow (WAWF) system

1.13.4. Maintenance Service Call Request. The COR shall furnish a Remedial Maintenance ticket for each maintenance service call to the contractor by email or in person. The Remedial Maintenance ticket shall provide the following information:

· Date and time of Remedial Maintenance call.

· Type of equipment.

· Description of problem.

· Location of problem.

· Point of contact information.

1.14. Security Training. All contractor employees shall receive initial and recurring security education training from the sponsoring agency’s security manager. Training must be conducted in accordance with Department of Defense Directive (DoDD) 5200.1-R, DoD Information Security Program, and Air Force Instruction (AFI) 31-401, Information Security Program Management. Contractor personnel who work in Air Force controlled/restricted areas must also be trained IAW AFI 31- 101, Air Force Installation Security Program.

1.15. Pass and Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles.

1.16. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc. The contractor shall notify the Contracting Officer in writing when an employee departs, and return the employee’s identification to 88 ABW/SFS Pass & ID.

1.17. Reporting Requirements. The contractor employees shall immediately report to the COR any information or circumstances of which they are aware that may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

1.18. Physical Security. Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the contractor’s use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

1.19. List of Employees. Parts of this project are located within controlled areas.

1.19.1. One (1) week prior to initial commencement of work, the contractor shall submit to the Contracting Officer a list of all contractor employee names, social security numbers, and driver’s license numbers, or other means of positive identification of all employees performing services on WPAFB.

1.19.2. The contractor shall submit an updated list when an employee's status or information changes. The name of any contractor employee that is terminated during the period of the contract must be reported to the Contracting Officer, in writing, within one (1) workday of the employee’s termination.

1.20. Safety. The contractor shall comply with all applicable laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or non-compliance with such responsibilities. The contractor shall provide all personal protective clothing and equipment for contractor employees.

1.21. Fire Prevention and Safety Standards. Contractor employees shall comply with the Occupational Safety and Health Act (OSHA), Fire Protection Program, Air Force Occupational Safety, and the Fire Prevention and Health Program.

1.22. Work Area. The contractor shall, at all times, keep work areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor is responsible for removal and proper disposal of all job related waste material at a permitted waste disposal site.

1.23. Continuation of Mission Essential Functions. IAW DoDI 1100.22, Policy and Procedures for Determining Workforce Mix, and any applicable Air Force implementation, unless otherwise directed by the COR, it is determined that all the requirements identified in the Performance Work Statement are considered mission essential.

1.24. Continuation of contractor services during base exercises, local emergencies or contingencies, and implementation of local contingency plans. It has been determined that services specified in paragraph 1.24 shall be performed during (and/or in support of, whichever is appropriate) base exercises, local emergencies or contingencies and implementation of local contingency plans. The Contracting Officer will notify the contractor in the event that the contractor is relieved from performing any of the services specified in the PWS during base exercises, local emergencies or contingencies or implementation of local contingency plans.

2.0 SERVICES SUMMARY

Paragraph Threshold

No more than one (1) failure per month. Contractor shall ensure corrective action within 24 hours of notice.

No more than one (1) failure per month. Contractor shall ensure corrective action within 24 hours of notice.

No more than one (1) failure per month. Contractor shall ensure corrective action within 24 hours of notice.

3.0 GOVERNMENT FURNISHED PROPERTY AND BASE SERVICES

3.1 Electricity. The Government will provide a source of electricity for contractor use in performance of this contract. Contractor employees shall prevent the waste of utilities.

3.2 Emergency Services. The Government will provide security forces services. For emergencies, call (937) 257-6516, and for fire protection services call (937) 257-9111.

4.0 APPENDICES

4.1 VOLUNTARY PROTECTION PROGRAM (VPP).

4.1.1 DEFINITIONS:

4.1.1.1 Applicable Contractor. A contractor whose employees worked at least 1,000 hours at the site in any calendar quarter within the last 12 months and is NOT directly supervised by the applicant (installation).

4.1.1.2 Days Away, Restricted, and or Transfer Case Incident Rate (DART). The number of recordable injuries and illness cases per 100 full-time employees resulting in days away from work, restricted work activity, and/or job transfer that a site has experienced in a given time frame.

4.1.1.3 Total Case Incidence Rate (TCIR) - Total number of recordable injuries and illness cases per 100 full-time employees that a site has experienced in a given time frame.

4.1.1.4 Voluntary Protection Program - The Voluntary Protection Program (VPP) promotes effective worksite-based safety and health. In the VPP, management, labor, and OSHA establish cooperative relationships at workplaces that have implemented a comprehensive safety and health management system. Approval into VPP is OSHA’s official recognition of the outstanding efforts of employers and employees who have achieved exemplary occupational safety and health.

4.1.2 REQUIREMENTS: Wright-Patterson AFB is in the process of pursuing VPP recognition or has already been recognized under the OSHA Voluntary Protection Program (VPP). VPP impacts all “applicable contractors” operating on Air Force Installations.

4.1.2.1 The contractor shall be responsible for ensuring their employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements.

4.1.2.2 The contractor shall follow the safety and health rules of the installation or VPP site. Detailed information on VPP is available on the OSHA website at http://www/osha.gov/dcsp/vpp/index.html.

4.1.2.3 The contractor shall submit a Safety and Health Plan and corresponding site safety checklist to the Contracting Officer not later than ten (10) calendar days after contract award. The contractor’s plan shall include appropriate measures to ensure the contractor reacts promptly to investigate, correct, and track alleged safety and health violations and/or uncontrolled hazards in contractor work areas. The plan shall:

· Demonstrate a management commitment to employee safety and health

· Identify the application of the safety and health plan to subcontractors

· Identify the roles and responsibilities of the following individuals with respect to safety and VPP: Management, Supervisors, Employees, and Safety Coordinator

· Identify applicable safety rules and regulations

· Include a worksite hazard analysis to include base-line hazard identification and required control measures

· Include a job site analysis to include hazards of tasks required to control measures

· Identify employee safety and health training requirements and the documentation process

· Include a workplace inspection frequency, to include identifying the individual conducting the inspections

· Include employee hazard reporting procedures

· Identify individual(s) responsible for corrective action of hazards

· Identify first aid/injury procedures

· Identify procedures for accident investigation and reporting;

· Identify emergency response procedures

· Identify the process for tracking controlled hazards in contractor work areas

4.1.2.4 The contractor shall submit their Total Case Incidence Rate (TCIR) and Days Away, Restricted, or Transfer Case Incident Rate (DART) rates and OSHA Form 300A annually to the Contracting Officer for consolidation and submission as part of the installation’s annual VPP Safety and Health Management report. TCIR and DART rates are due by the 15th of January of each year.

4.1.2.5 The contractor’s Quality Control Plan shall identify the processes and procedures the contractor will use to track compliance with the Safety and Health Plan, and the process and procedures that will be used to correct violations.

4.1.2.6 The contractor shall establish these VPP requirements for all subcontractors who qualify as applicable contractors under the resulting contract.

4.2 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA):

4.2.1 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).

4.2.2 The contractor shall ensure ALL contractor labor hours including subcontractor, at all levels/tiers, labor hours required for the performance of services provided under this contract are reported via a secure data collection site.

4.2.3 The contractor and all subcontractors, at all levels/tiers, providing direct labor under this contract shall report complete and accurate data for the labor executed during the period of performance during each Government fiscal year (FY), which runs from October 1 to September 30. The Contractor shall input the data into the appropriate eCMRA reporting tool, which can be accessed via a secure web site at http://www.ecmra.mil/.

4.2.4 There are four (4) separate eCMRA tools: Army, Air Force, Navy and All Other Defense Components. The appropriate eCMRA reporting tool to use is determined by the requiring activity being supported (e.g., if DISA awards a contract for an Air Force requiring activity, the contractor shall load the required reporting data in the “Department of Air Force CMRA” tool). While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The contractor shall completely fill in all required data fields. The contractor shall enter initial data into the appropriate eCMRA tool to establish the basic contract record no later than 15 working days after receipt of contract award or contract modification incorporating this clause. The contractor shall notify the COR when the basic contract record has been established in the appropriate eCMRA tool.

4.2.5 The eCMRA User Manuals and Frequently Asked Questions (FAQs) are available at: http://www.ecmra.mil/

4.2.6 Contractors may direct technical questions to the eCMRA help desk at:

usaf.pentagon.saf-aq.mbx.cmra-help-desk-dod@mail.mil

Attachment 1 Building Locations - Map for HQ AFMC Complex Buildings 10262 and 10266:

Attachment 2 Building Locations - Map for HQ AFMC Complex Buildings 10262 and 10266 Organizational Map:

Attachment 3 Government Furnished Equipment List (Existing):

4 operators

2 operators

2 operators

Attachment 4 Access Control System Readers:

Attachment 5 Access Control System Controllers:

Attachment 6 Cameras:

262 262B 266 image1.png image2.emf image3.emf image4.emf image5.emf image6.emf image7.png image8.png image9.png