TASK ORDER 1 SOW_Amend1.pdf

Audio Visual Support, Design, Installation and Equipment/System Services Program Planning and Management

Task Order #1 Statement of Work for the Food and Drug Administration

1 BACKGROUND

The Office of Facilities Engineering and Mission Support Services (OFEMS), Division of Operations Management and Community Relations (DOMCR), Logistics and Transportation Management Branch (LTMB) have an ongoing requirement to provide Audio Visual (AV) Support services for the Food and Drug Administration (FDA). DOMCR/LTMB manages a variety of AV services to support shared-use FDA conference facilities at the FDA White Oak Campus, located at 10903 New Hampshire Avenue, Silver Spring, MD 20993 and facilities located in the Washington Metropolitan area.

The purpose of this task order is to acquire program planning and management for AV services extended to personnel located at the White Oak campus and Washington DC region FDA owned or occupied buildings. The program planning and management is to comprehensively cover services extended through separate task orders and intended to include day-to-day AV service operations including the deployment of personnel resources to support routine meetings, training sessions, webcast/teleconferences, and meetings that are open to the public/covered by the press. In addition, program management is needed to track accountable property; track the condition of equipment and its service requirements; develop and execute plans for material and equipment purchases; manage and operate the Event Management System (EMS) scheduling software, and coordinate routine maintenance, diagnostics, configuration, and repair/replacement services for all A/V equipment. In order to assure continuity of operation of hundreds of conference rooms distributed throughout FDA facilities, the Logistics and Transportation Management Branch requires the services of a vendor experienced in managing and meeting the requirements of thousands of customers in disbursed and consolidated operations.

Additionally, DOMCR/LTMB requires logistical planning services to ensure orderly provision of AV support to shared-use FDA conference facilities and to various agency component organizations. To this end, DOMCR/LTMB is seeking a concept of operations, an operational plan, and standard operating procedures intended to economically extend services to FDA employees leveraging the use of AV equipment, telecommunication and information technology to provide greater effectiveness for the Agency employees in meetings, training sessions and conferences.

Initially, the location of meeting space under the program management of this task order includes the following: the White Oak Conference Center (WOCC) in Building 2 Central Shared Use Building (CSU) and ground floor conference rooms in Buildings 31 and 32. The Building 2 WOCC includes twelve (12) conference and training rooms and one (1) large atrium used for special events. Building 31 consists of a 600-seat configurable auditorium space, one (1) pressroom and three (3) break out rooms. Building 31/32 upper floors have 23 conference rooms. There are nine (9) conference rooms supported in Historic Building 1 including the conference room where the FDA Commissioner is presently located. The Southeast Quad maintains 72 conference rooms in buildings 71, 72, 51, 52, and one (1) large atrium used for special events. Additional buildings conference rooms may be added to the planning and management effort.

2 Objective As a result of this task order, the FDA seeks to achieve:

• Centralized, ongoing program management for specific task orders awarded under this IDIQ to ensure consistent management of A/V services delivery throughout the program and for the duration of the period of performance

• Consolidation of government supervision by providing a primary point of contact for ongoing Audio- Visual operations, and reduction of government administrative burden

• Integrated and efficient operational plans and operations to assure resource leveling and optimized execution of all AV activities supported by the White Oak Conference Center

3 SCOPE

The scope includes program planning and management that is necessary to assure optimal efficiency in the delivery of comprehensive AV technical support, labor support, standard conference supplies, equipment repair, and maintenance services.

Tasks include AV management, transition planning, development of operations procedures, implementation of operations procedures, a provisional operations management manual, day-to-day oversight of operations management

4 DESCRIPTION OF WORK

4.1 Program Management

The Contractor shall provide program management, which includes the following activities support to ensure that the scope, schedule, and cost are controlled, and are consistent with the requirements of this task order. The Contractor shall perform the following activities:

• Prepare a Task Order Management Plan, describing the technical approach, organizational resources and management controls, to be employed to meet the cost, performance and schedule requirements throughout task order execution.

• Participate in a kickoff meeting within 10-working days of task order award. The purpose of the kickoff meeting is to introduce the Contractor staff to the Government and discuss the Contractor’s approach to meeting the requirements of the SOW.

4.1.1 Audio Visual Services Status Reports

The Contractor shall submit a monthly AV status report. The Contractor and the COR shall agree on the contents and format of the status report. The status report shall include the number of events each day.

4.1.2 Monthly Operational Reports

The Contractor shall provide monthly operational reports to the Task Order COR. Within the first 30 days after contract award, the Government and the Contractor will design and agree upon a standard reporting format that includes the following information:

• Tasks worked, hours expended on tasks, and labor categories and labor rates used per task.

• Total hours and the amount billed for the invoice period.

• The cumulative hours and the cumulative amount billed for the period of performance.

• An overview of work completed, in progress, and planned for each task.

• Identification of problem areas with recommended remedial actions.

• Challenges and issues

• Other than direct costs (ODCs)

• Staffing Plan updates

• Quarterly validation and updates to the program accountable property inventory

• Financial Operating Plan for Material and Equipment Purchases

• Systems reporting (include periodic/preventative maintenance activities)

• Action Items - which includes personnel to whom the Actions Items are assigned, date assigned, due date, and status (i.e., open, closed) by subtask

In addition to progress reporting, the Contractor shall be proactive in informing the designated government Project Managers and Contracting Officer’s Representative of any issues, problems and recommendations that should be addressed for the overall effective accomplishment of task order goals.

Recommendations for actions that need to be taken by FDA staff, or other Contractors, shall be clearly defined and communicated to the responsible party and the FDA, and have identified dates for completion.

4.2 Transition Planning

The Contractor shall develop transition plans in order to outline and plan for orderly transitions between contractors supporting A/V requirements at the White Oak campus (i.e. from the incumbent Contractor to the successor Contractor). Transition plans shall detail procedures for efficient knowledge and technical transfer to ensure the incoming Contractor has sufficient knowledge of FDAs audiovisual requirements, processes, and technologies.

For transition planning, the Contractor shall assume a transition-in period of 30 calendar days and a transition-out period of 60 calendar days to fully transition all operating responsibility from the incumbent contractor. Transition planning shall detail activities and practices to ensure minimal disruption to services, and shall extend to both Transition-in (arrival of new contractor) and transition-out (departure of new contractor at end of performance):

4.2.1 Transition-In Plan

At a minimum, the Transition-in plan shall address the following:

• Identify the actions, plans, personnel, and timelines necessary to ensure a smooth transition from contract start date to full operational status by the incoming Contractor.

• Identify any recommended Transition-In meetings with the Government.

• Conduct and coordinate all on-boarding activities and obtain secure badging for team personnel.

• Review business objectives, processes, and requirements as related to the tasks and activities performed, and the data, equipment, systems and software being developed, or supported.

• Review the current documentation including system design and operations documentation, CONOPS documentation, release documents, project documentation, and any documentation related to current Audio Visual activities.

• Participate in Transition-in meetings (initially held jointly with the incumbent Contractor).

• Participate in other technical exchange meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services performed by the incumbent Contractor.

• Ensure contractor personnel are available to work immediately after IDIQ task order awards

• Prior to the completion of the Transition-in activities, the Contractor shall certify that employees working on the contract have completed their review and understand requirements, documentation, processes, and technical environments.

• Verify to the COR that all of the Transition-out documents are available

4.2.2 Transition-Out Plan

The Contractor shall facilitate the Transition-out of contracted activities and services to the Federal Government or, to a follow-on Contractor by the end of the contract period of performance.

As specified by individual task order, the Contractor shall provide Transition-out activities, to include, a transition-out plan, leading technical exchange meetings with the successor to impart knowledge of processes, projects, data, systems, and applications, as well as sustainment activities to meet the task.

The contractor shall ensure the technical exchange meetings will detail the technology used for their activities. During this period, the Contractor shall ensure no degradation in support provided under the task order. Between the turnover date designated by the COR and the end of the contract period of performance, the outgoing Contractor shall ensure all task order activities are closed out and provide sustainment support to complete the transition.

At a minimum, the Transition-out plan shall address the following:

• Identify actions, plans, personnel, and timelines necessary to facilitate the transition of the contracted activities and services to the Federal Government or to a follow-on Contractor at the end of period of performance.

• Identify and participate in Transition-Out meetings with the follow-on Contractor and the Government

• Provide FDA with current versions of all documentation developed, maintained, or updated under this contract, to include the native format for attachments and diagrams (e.g., Visio), even those embedded in documents, reports, process automations, data, scripts and configurations (not COTS source code) with applicable configuration management information

• Provide FDA with all licensing and renewal information, asset management records, software documentation, and training materials

• Provide FDA with a current inventory of all Government-owned assets used by the Contractor along with full support in the reconciliation of this inventory

• Provide the successor with the ability to “shadow” and participate in technical exchange meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services being performed by the Contractor

• Provide a transition of the equipment condition index system and the protocols for entering and maintaining data

4.3 Documentation

4.3.1 Operations Plan

The Contractor shall develop an Operations Plan for FDA’s Audio Visual support service requirements to include the following:

The FDA COR will work closely with the Contractor Program Manager and Program Planner during the development of the Operations Plan.

The Operations Plan shall address at a minimum the following:

• Service delivery requirements for each service area addressed under this task order.

• Maintenance of IT systems related to AV Technology requirements-

• Preparation and maintenance of user guides to assist users with operation of AV equipment and /or give instruction for presenters and meeting facilitators. Maintenance and Repair procedures related to the keeping Government owned AV- Technology in a state of preparedness and good working order - (For major Information Technology repairs that may be required, technicians will be required to become familiar with requesting IT support through the FDA Employee Resource Information Center (ERIC).)Data input needed to maintain an equipment condition index to assist FDA in prioritizing maintenance, repair and improvement expenses.

• Create and maintain a log detailing activities requested by COR or assigned manager including problems, resolution, maintenance calls, no shows etc.

• Written status reports shall be provided to the COR as requested.

• Purchasing of Equipment, Parts and Supplies - Contractor will prepare Bill of Materials for COR to review for all procurements. All non-routine equipment shall be sourced through multiple reputable vendors and provided to the COR for initial approval (Purchasing will be funded as a direct cost line item in the task order; in the event that any piece of equipment exceeds $3,000.00, the Contractor shall submit a minimum of three (3) quotations to the Contracting Officer for purchase approval). Supplies that are maintained in attic stock shall be procured through established corporate supplies retailer. Per incident, any total purchase amount shall not exceed $30,000.00.

4.3.2 Operations Management Manual

The Contractor shall develop, based on initial operating experience and from the operations plan, a provisional operations management manual that shall serve to document procedures and the basis for the development of standard operating procedures and to include the following:

• Develop a single provisional operations management manual to serve as a reference for all agreed upon procedures.

• Provisional operations management manual shall be updated with the prior approval of the Contract Officer’s Representative to reflect changes that may occur periodically

• One section of provisional operations management manual shall address immediate procedures required under emergency conditions and modified procedures required in the event of an ongoing public health crisis

4.4 Special Events

Over the period of performance, the program manager shall deploy resources when needed to coordinate and support special events. Specific dates/times for special events will vary throughout the period of performance, historical data (provided in the Historical Data Atrium Special Events Spreadsheet) has been provided to illustrate the number and frequency of special events occurring at the White Oak Campus.

The attached listing is a sampling of special events held at the White Oak Conference Center.

Historical Data Atrium Special Events2

The program manager shall perform the following in support of ‘Special Events’ using resources allocated under subsequent task orders:

• Receive and acknowledge requests; coordinate with the LTMB special events coordinator and when necessary directly with the requesting FDA Component

• Plan for pre- and post-event logistical and operational needs of the special events, work in coordination with the FDA Special Event Coordinator, the FDA Component Point of Contact, and COR to plan special events, and provide setup support for events (e.g., cordoning atrium spaces, providing audio visual equipment and working with coordinator.

• Staff and perform the required audio visual equipment needs during the event (e.g., manage soundboard, projection etc.)

• Post-event return to normal campus audio visual support services operations

5 GOVERNMENT FURNISHED EQUIPMENT (GFE)/GOVERNMENT

FURNISHED INFORMATION (GFI)

The Government will provide hardware, software, and management tools as approved in support of this task Order. GFE under this task order will be catalogued and tagged for inventory control purposes. The Government will also facilitate Contractor access to information, services and products that the FDA deems necessary to satisfy contract obligations.

The government will furnish the Contractor with the following equipment access in support of this contract:

• FDA will provide a work space, computer, telephone, software, and tools to perform the requested duties.

FDA will provide operation and system configuration of the AV systems, including the training necessary for the Contractor to perform the requested duties. The Contractor shall become familiar and comfortable with the operation of the AV system within two weeks of the start of the contract.

This equipment is authorized for transaction of official government business only and shall not be used for personal business.

The COR will be the main point of contact for contract staff for audio visual, IT and telephone resources.

The Contractor shall be responsible for property accountability.

The Contractor shall be responsible for safeguarding all government property provided for Contractor use. The Contractor shall secure within the government facilities, any equipment and materials. The Contractor shall be liable for loss or damage to GFE beyond reasonable wear and tear in accordance with the Government Furnished Equipment clause of the contract. Compensation shall be effected either by reduced amounts owed to the Contractor or by direct payment by the Contractor, the method shall be determined by the Contracting Officer. The Contractor shall submit a request for replacement of government-furnished equipment to the COR or designee for processing and approval. Such requests will specify the reason for replacement request. The Contract shall follow all reporting procedures and timelines for lost or stolen equipment. In the case of damaged GFE or government equipment damaged by the Contractor, the amount of compensation due the Government by the Contractor shall be the actual cost of repair, including parts, provided such amount does not exceed the economical repair value.

6 OTHER CONTRACT REQUIREMENTS

6.1 Personnel

The personnel employed by the Contractor shall meet the following criteria:

• All contractor personnel working at the FDA campus and performing under this contract shall sign a non-disclosure agreement.

• Program Planner and Program Manager employed through this task order shall perform all duties required at the FDA Campus at White Oak

• Program Planner and Program Manager will meet with the COR on a monthly basis to provide program status and shall be available to resolve critical issues during normal business hours.

• Shall not have conflicts of interest in regard to being employed by the US Government.

• Program Planner and Program Manager shall have experience in the execution of all tasks associated with the SOW.

• All other employees furnished under this contract shall have a minimum of three-years of AV, IT, and/or Telecommunications experience.

• Contractor shall ensure appropriate staff participation in any training scheduled by the

Government during normal Federal working hours.

• Contractor assumes the responsibility for all work accomplished in an unacceptable manner which is assigned to personnel under its employment.

• Contractor personnel shall conduct themselves in a professional and appropriate manner at all times. Each Contract employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the FDA, and the Federal Government.

• The government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct.

• Contractor’s employees shall observe and comply with all FDA rules and regulations concerning general employee conduct. The Contractor will be responsible for controlling the Contractor employees’ conduct and ensure that employees and visitors of the FDA are treated with discretion, respect, and courtesy at all times.

6.2 Key Personnel

The following position(s) shall be identified as key personnel. Key personnel are vital staff to the contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Contractor shall provide 30 days written notice to the Contracting Officer and COR for a change in key personnel. The Government, at its discretion, may modify the contract to add or delete key personnel at the request of the Contractor. The following labor categories are deemed as key personnel:

• Program Manager

• Program Planner

6.3 Communication Strategy

The Contractor shall coordinate operations during Inclement Weather, Government Closure, and Emergencies (man-made or otherwise). The COR will notify the Contractor of Government Closures due to inclement weather, government closure or emergencies. The Contractor shall perform the following:

• Ensure sufficient staff is on duty to support any cancelled operations during inclement weather, even if the Government has announced Office Closure or Liberal Leave. The Contractor shall staff their positions up to 2 hours after any official closure by the Federal Government.

• Ensure sufficient staff is on duty at the adjusted time of opening to support the AV requirements due to inclement weather that may occur during delayed openings, early dismissal and closure of the Government.

6.4 Insurance Requirements

The Contactor shall obtain and maintain throughout the term of this contract the following insurance and security policies. Moreover, the Contractor shall be responsible for the following:

• Worker’s compensation insurance in such amounts as is required by applicable law.

The Contractor shall provide to FDA a certificate of insurance evidencing all required insurance in advance of the commencement of the term, and renew and redeliver it to FDA prior to expiration thereof. Each such certification shall state that it may not be altered or canceled or non-renewed without at least 30 days advance written notice to FDA. The foregoing insurance policies shall name as additional named insured’s FDA, each of their consultants, agents, employees, directors, officers and partners (collectively, the “Indemnified Parties”) with respect to work done by named insured (Contractor). Contractor shall furnish to FDA, if requested, certified copies of the policies evidencing the coverage required hereunder. All insurance policies and bonds pursuant to this Agreement are subject to the approval of the FDA for adequacy and form of protection.

7 DELIVERABLES AND MEETINGS

Table 1: Task Order Deliverables Deliverable Title

Quantity / Frequency

Type (Formal / Informal)

Deliverable Due Date

Kickoff Meeting Minutes

One Formal No later than 10 working days of contract award

Transition In/Out Plan

One Formal Incorporated in the Conops Plan; due no later than 45 days

Operation Plan Two Formal No later than 45-days after award for initial draft

Final plan is due no later than 60 days after award

Implementation Plan for Technicians

One Formal No later than 45-days after award

Table 2: Task Order Meetings

8 SECURITY REQUIREMENTS

Contract staff shall complete a background check, which meets all FDA security policies, regulations, protocols. The government will assist the Contractor with this process after award. Failure to obtain and maintain satisfactory background check may result in the termination of the contract or the removal of employee(s) from the contract.

All personnel shall obtain a level 5 public trust clearance and sign non-disclosure agreements.

9 PLACE OF PERFORMANCE

Work is performed at the FDA White Oak Campus (WO), located at 10903 New Hampshire Ave, Silver Spring, Maryland 20993.

10 PERIOD OF PERFORMANCE

This Task Order will have a twelve month base period, followed by four option-years.

Provisional Operations Management Manual

Two Formal Draft due 90 days after award of contract;

Final due 120 days after award of contract.

Task Order Status Reports

Monthly Formal No later than the 5th working day of every month

Monthly Operations Status Reports

Monthly Formal No later than the 5th working day of every month

Transition out Plan One Formal Validate Transition Plan 6 months prior to the end of period of performance for the final option year

Meeting/ Activity Typical Location(s) Estimated Occurrences

Kickoff Meeting FDA White Oak

No later than 10 working days of contract award

Monthly Status Meeting

Formal One per Month

Emergency Meetings

Formal As agreed to by COR and Contractor POC

11 HOURS OF OPERATION

7:00 a.m. to 6:00 p.m. eastern standard time

12 GOVERNMENT POINTS OF CONTACT (POCs)

Contract Officer Representative (COR) Name: Steven Bryant Phone Number: 301-796-2314 Email: steven.bryant@fda.hhs.gov Address: 10903 New Hampshire Ave, Silver Spring, Md. 20993

Contract Specialist Name: Maeve Xavier Email: maeve.xavier@fda.hhs.gov Address:

BELT2 RM51039B

4041 Powder Mill Road Beltsville, MD 20705-4304 mailto:Jacqueline.richardson@fda.hhs.gov