Grissom Phone Upgrade Migration PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

LOCAL, LONG DISTANCE, AND COMMERCIAL UPGRADE/MIGRATION SERVICES AT

GRISSOM ARB, IN.

1.0 Introduction: Work is to be accomplished for the 434 CS (Communications Squadron) at Grissom ARB, IN. The Department of Defense (DoD) issued a directive in February 2023 mandating that all legacy Time-Division Multiplexing (TDM) telecommunication infrastructures be transitioned to Internet Protocol (IP) by March 2025. This move is part of a broader effort to modernize and enhance the DoD's communication systems, ensuring better interoperability and efficiency. Overall, this directive aims to create a more resilient, efficient, and secure communication network for the DoD, aligning with broader digital modernization efforts.

1.1 Background: The 434 Communications Squadron (434 CS) at Grissom Air Reserve Base plays a crucial role in ensuring seamless communication and operational readiness. 434 CS provides comprehensive communications support to the 434 Airlift Wing, U.S. Army Reserves, and USMC. Offering direct technical support and resolving communication issues promptly. Conducting vulnerability assessments, network maintenance, and ensuring cybersecurity. Training and equipping communications professionals to support deployments worldwide. Encouraging teamwork and innovation to improve efficiency and security. The 434 CS is essential for maintaining the operational integrity and connectivity of Grissom ARB, IN.

1.2 Objective: Provide contracted support to the 434 Communications Squadron (434 CS) at Grissom ARB, IN, to comprehensively upgrade all telephony services from the current legacy analog systems to a seamless integration with a local and long-distance telecommunications service provider. This upgrade will involve the porting of our existing 3000 telephone numbers or procurement of 3,000 contiguous telephone numbers, enabling 40 local and long-distance concurrent calls. Collaborating closely with carriers to meticulously configure and deliver state-of-the-art telephone services. The project will be executed in well-defined phases to ensure smooth transitions and minimal disruption to existing services. Once complete, we will eliminate the 4 LSTDM circuits in 434 CS’s circuit portfolio.

2.0 Scope: The contractor shall offer long-distance and local communication services that are mission essential and meet the following requirements. Provide all necessary transmission facilities, equipment, materials, maintenance, test equipment, and design layout to perform and provide long - distance and local services at the designated demarcation point. Ensure that the proposed solution is compatible with the government's current infrastructure, including any special items, equipment, wiring, or infrastructure required. The contractor is responsible for troubleshooting and maintaining the operation of the long-distance and local circuit up to its termination point. Services shall not include residential/business services for non-Government entities or Government Contractors. The contractor shall follow all FCC, PUC, DOD, AF and industry standards for this requirement. Specific service requirements to be currently authorized and provided at the site are identified in Appendix 1 of this solicitation.

Documents. The contractor shall provide a list of applicable industry standards that shall be followed in the performance of the contract. These documents shall be made available to the Government upon request.

3.0 Requirements.

a. The Appendix 1 will identify the long-distance and local Commercial Communications Services required, including characteristics, quantities, and locations, as applicable.

b. The Communications-Computer Systems Officer (CSO) at the Government installation is responsible for telecommunications activities that will be identified in this SOW. The Contractor shall coordinate with the CSO’s POC; 434 CS/SCOI prior to the installation, removal, expansion, and/or change out of equipment.

c. The Government will provide limited rack and/or rack unit space as needed for the installation of the Contractor’s provided transmission equipment. The floor space shall be limited to accommodate Contractor-provided relay rack(s), 19 to 23 inches wide by 7 feet tall, as ceiling height permits at designated demarcation as needed. The Government will provide electrical power and applicable HVAC environmental controls for the installation of the Contractor equipment. Should additional rack space or floor space be required to support Government requirements, the Contractor shall coordinate with the SCOI.

d. Organizational office symbol for the SCOI: 434 CS/SCOI.

3.1 Long-Distance and Local Commercial Communications Services.

3.1.1 Installation and Cut over. The Contractor shall perform a site survey of the installation area. The Contractor shall develop an installation and cut-over plan for provision to the Government no later than (NLT) 15 calendar days after contract award. The Government requires 15 working days to review and provide comments/acceptance. The Contractor shall provide a final plan, NLT 10 working days, after receipt of the Government comments. The Contractor shall not commence on-site installation and cut-over until the Contractor receives a Government acceptance of the service installation and cut-over plan. Installation of the initial required services for cut over of long-distance and local Commercial Communications Service requirements shall be as specified in Appendix 1. Installation, circuit assignments, all possible/applicable testing, records’ management, cut over and Government acceptance shall be completed NLT one hundred and eighty (180) days after contract award for Grissom ARB, IN. Deviations from the final Installation Plan will be coordinated with the Government prior to any work being accomplished in the affected area. The contractor shall ensure that all circuits and service provided by the incumbent, under the prior contract, are disconnected/discontinued upon successful cut-over.

3.1.1.1 Installation Plan. The Installation Plan shall, at a minimum, contain the following site- specific information:

a. Description of new equipment to be installed (include any site support required to support this installation).

b. Detailed location of equipment to be installed

c. Reason equipment is being installed.

d. Floor Plan Layout (space requirements shall not exceed the area defined in paragraph 3.0c.

e. Installation schedule.

3.1.1.2 Cut-over Plan. The Cut-over Plan shall, at a minimum, contain the following site-specific information:

a. Conditions/Support required to be in place prior to the start of cutover.

b. A detailed listing of actions/events that must occur for successful cutover of all items identified in Appendix 1.

c. A listing of the contractor responsibilities.

d. A listing of the incumbent contractor responsibilities.

e. A listing of Government responsibilities

3.1.2 Commercial Subscriber Lines & Exchange Access Trunks.

3.1.2.1 Commercial Subscriber Lines. The Contractor shall provide subscriber lines as specified in Appendix 1. Long-Distance and Local exchange access, as applicable, shall include commercial subscriber lines and foreign exchange (FX) lines.

3.1.2.2 Commercial Subscriber Line Basic Service (BS). BS of a line, as a minimum, shall include the following:

· Dial tone

· Direct inward dialing

· Direct outward dialing

· Dual Tone Multi-Frequency (DTMF)

· Local exchange and long-distance accesses

· Equal access

· Call blocking for Numbering Plan Area (NPA) 900

· Block third party billing

· Toll free access

3.1.2.3 Commercial Subscriber Line Optional Features. The Contractor shall provide optional line features as specified in Appendix 1. An optional feature could be an individual feature or a group of features.

3.1.2.4 Subscriber Line Relocation. The Contractor shall perform subscriber line relocation(s) and shall provide information needed for database updates for enhanced 911 service purposes when requested.

3.1.2.5 Exchange Access Trunks. The Contractor shall provide local exchange access service circuits for local trunks as specified in Appendix 1.

3.1.2.6 Exchange Access Trunks BS. BS of an (local or FX) access trunk, as a minimum, shall include the following:

· call blocking for Numbering Plan Area (NPA) 900

· Direct inward dialing directionalization

· Direct outward dialing directionalization

· Two-way dialing directionalization

· Channelization of digital trunks (as specified by work order)

· Trunk busy tones

· DTMF, MF 2/6 and dial pulse (DP) address signaling

· Access services

· Trunk and/or trunk group establishment

· Automatic trunk member selection (sequential, linear, most idle, etc.)

· Automatic trunk group alternate route selection

· Toll free access

Access to and selection of the members within the trunk group between two telephone switching systems must be coordinated to provide optimum member selection and minimize glare conditions. When two or more trunk groups are established to provide services between the switching systems, the alternate route selection from one trunk group to the next provides users access to these trunk groups in a coordinated and predetermined routing sequence. The selection of members within a trunk group and the alternate route selection of two or more trunk groups are included as basic functions of trunks and their access.

3.1.3 Transport Services. The Contractor shall provide local exchange transport channel services as specified in Appendix 1. Long-distance and local transport channel services include transport channel termination and transmission support, as applicable, for analog lines, ISDN lines, alarm circuits, data circuits up to 64 Kbps or aggregate N x 64 Kbps, High Capacity Digital Subscriber Line (HDSL), Digital Signal level 1 (DS-1), DS-3, Optical Carrier Signal level 1 (OC-1), OC-3, and may be expanded to OC-12, OC-24 and OC-48.

3.1.4 Circuit Termination. Circuit termination at the Government installation includes the fiber optic patch and cross connect panels for optical interface equipment such as the optical carrier or SONET systems, optical multiplexer equipment, and Cat 5/6 RJ-45 jack fields. Other wall-mounted, punch-down, terminal blocks are used for isolation and termination of Contractor metallic facilities. The Contractor shall ensure that all circuits are clearly tagged in a permanent manner with the circuit identification number or telephone number assigned to the circuit, and the work order number. The contractor shall be responsible to provide all equipment, facilities and wiring up to the government demarcation point as specified in Appendix 1.

3.1.4.1 High Data Rates. The Contractor shall properly terminate digital circuits to the Contractor provided DSX-1, DSX-3, or fiber optic patch panel.

3.1.4.2 Circuit Testing. The Contractor shall provide the test results to the CSO after a new circuit is tested, approved, and activated. The notification shall be in a written or verbal format at the discretion of the CSO. The parameters of the circuit characteristics shall be documented in the Customer Service Records.

3.1.5 Long-Distance and Local Exchange Access and Service Areas. The Contractor shall provide flat rate (FR) services within local calling areas. FR services apply for both lines and trunks. The long-distance and local exchange access service areas shall, as a minimum, include the areas/zones coverage as currently defined by the incumbent long-distance and local service provider(s) and/or the State Public Utilities Commission (PUC) for Grissom ARB, IN and shall be applied under the scope of this contract. When the Contractor provides services to a Government installation, the LATA boundary shall not be limited or restricted to a Contractor’s service area. Connection to intra-LATA exchange areas and with inter-LATA exchange carriers is required.

3.1.6 Number Portability. The Contractor shall provide number portability for commercial subscriber lines and long-distance and local exchange direct-in-dial (DID) directory numbers. The consistent use of the same prefix exchange and directory numbers provides the Government installation with its commercial identity. Local exchange number portability growth is a critical factor in the ability of a Government installation to support its personnel and its missions. The Contractor shall comply with the Federal Communications Commission (FCC), and the State Public Utility Commission (PUC) mandates for number portability.

3.2 Demarcation. The demarcation points shall be as specified in Appendix 1 of this SOW.

3.2.1 Circuit Extension. Not Applicable.

NOTE: Government data networks and end equipment will not be available for contractor use.

3.2.2 Contractor Equipment and Cable Installation. The Contractor shall provide and install transmission equipment and cables for long-distance and local exchange access and transport service circuits to the Government provided floor space at the demarcation location(s). The Contractor shall coordinate with the SCOI for compliance with local procedures and requirements for equipment and cable installation. The Contractor shall install equipment and cables in accordance with national and local safety codes. The Contractor shall be responsible for wiring and connecting to Government provided power connection points, ground master connection points, and termination frames for terminal blocks. The Contractor shall coordinate with the SCOI for installation details. All new cable installations will be in manhole/duct system. (i.e., NO aerial installations). It is the base policy any new cables installed on Grissom ARB, IN must be installed underground. Digging Permits must be obtained through the 434 CS. All cables must be installed in a manhole/ handhole/duct system.

3.3 Restoration of Service and Maintenance. The Contractor shall respond and restore service outages. From the time of receipt of the notification, the Contractor shall respond within the time limits as indicated below to discuss the outage issue. If it is determined by the Contractor that the outage restoration time frames cannot be met, the Contractor will contact the CSO. The Contractor will prioritize and perform restorations IAW the Telecommunications Services Program (TSP). The CSO will determine the prioritization of multiple outages for the base/site portion of the TSP. The Contractor shall respond to the Government within one (1) hour of notification.

3.3.1 Emergency Outage. The CSO can declare any outage as an emergency outage if an outage significantly affects the mission of the Government installation. Restore service within four (4) hours from the time the Contractor responds to the Government’s notification.

3.3.2 Catastrophic Outage. Restore service within eight (8) hours from the time the Contractor responds to the Government’s notification.

3.3.3 Serious Outage. Restore service within twenty-four (24) hours from the time the Contractor responds to the Government’s notification.

3.4 Routine Outage. Restore service within two (2) calendar days from the time the Contractor responds to the Government’s notification.

3.5 Service Orders. From the time of receipt of the work order, the Contractor shall complete the work order within the specified time limits. The work orders will be determined by the CSO as either emergency, priority, or routine services. If it is determined by the Contractor that the service order time frames cannot be met, the Contractor will contact the CSO.

3.5.1 Emergency Services. The Contractor shall complete work orders within three (3) calendar days.

3.5.2 Priority Services. The Contractor shall complete work orders within seven (7) calendar days.

3.5.3 Routine Services. The Contractor shall complete work orders within fourteen

(14) calendar days.

3.6 Traffic Analysis. The Contractor shall perform traffic measurement and traffic analysis as required.

3.6.1 Traffic Analysis for Higher Bandwidth Transport Circuits. The Contractor shall perform traffic analysis for higher bandwidth transport circuits as required. The Contractor shall provide a report NLT 15 calendar days after the Government request of the traffic study.

3.6.1.1. The Traffic Analysis for Higher Bandwidth Transport Circuits report shall provide data concerning the use and congestion of the transport system and will be used to determine whether the transport system provides adequate traffic capacity and whether existing facilities are adequate.

3.6.1.2. The Traffic Analysis for Higher Bandwidth Transport Circuits report shall provide printed, tabulated data from the traffic measuring system.

3.6.1.3. The Traffic Analysis for Higher Bandwidth Transport Circuits report shall contain an analysis of the traffic measurements and recommendations based on the analysis. Recommendations shall address expansion of the transport system hardware and software and shall be specific for the transport type being analyzed. The report shall, as a minimum but not limited to, include transport circuit name (ID), description of transport circuit, circuit type (voice, data, point- to-point, broadcast, packet switch, frame relay, SONET, ATM, etc.) transmission rate (DS1, DS3, STS1, OC1, OC-3, OC-12, OC-24, OC-48, etc.) average maximum usage bandwidth, average minimum usage bandwidth, and average usage bandwidth.

3.6.2 The Contractor shall perform one traffic analysis and provide a report once per year when tasked by the CSO. The contractor will have 15 days to provide the traffic study report to the CSO after notification or request.

3.7 Customer Service Records. The Contractor shall update customer service records no later than ten (10) working days after a service ordered has been activated.

3.7.1 Contractor format for the Customer Service Records (CSR) is acceptable; However, the following information is required for each type of service circuit. Direct-in-dial (DID) numbers: NPA-NXX-XXXX, non-recurring costs, and monthly recurring costs.

3.7.1.1. Trunks: Description of trunk/trunk group ID (DID, DOD, FEX, etc.), trunk ID number, trunk access number (NPA-NXX-XXXX), demarcation location (Bldg # - if applicable, street address, city/base, state & zip code), trunk type (IC, OG, 2-way, 2-wire, 4-wire, etc.), digital (number of channels equipped) or analog, signaling type (loop, E&M, SF, ESF, etc.), address signaling (DTMF, MF 2/6, PRI, SS7, DP, NP, etc.), start dial signaling (Ground Start, IM, DD, WS, etc.), answer supervision (loop, E&M, PRI, etc.), quantity, non-recurring costs, monthly recurring costs, and activation date.

3.7.2 The CSR will also include a total monthly cost for all services.

3.7.3 The Contractor shall provide one copy of all Customer Service Records to CSO NLT 60 calendar days following initial service cutover. After initial submission, the Contractor shall provide one copy of Customer Service Records bi-annually to the CSO.

3.7.3.1. Invoice Reconciliation Report. The Contractor shall provide an Invoice Reconciliation Report (IRR) analysis with the Commercial Service Authorization (CSA) NLT than 60 days after award. After initial submission, the Contractor shall provide the Invoice Reconciliation Report by 30 Sep of each year in the period of performance for this contract. Three copies will be required: One copy will be sent to the CSO, one copy will be sent to 434CONS/CONF Contracting Officer at Grissom ARB, IN, and one sent to the Contracting Officer’s Representative (COR) for this contract.

3.7.4 Contractor format for the Invoice Reconciliation report is acceptable, however the following information shall be summarized in report format:

· CSA contract Number and location of site

· Summary total of any invoices billed on this CSA from Sep to Aug of reporting year.

· Summary of services added, deleted or changed during the reporting period.

3.8 Diversity/Diverse Routing Diversity of a transport channel provides the capability by the service provider to offer protection of a transport channel to avoid a single path failure between two demarcation points in the local exchange network. Diversity is primarily considered to be designed redundant paths, rings, etc., along with the electronic systems in the path that permit transport channels to reach their destination demarcation point in the local exchange without interruption in the event of the failure of one path.

3.9 Contract Management.

3.9.1 Meetings. The Contractor’s project manager shall be available from Monday to Friday, between 7:00 am to 3:00 pm local time, to meet the CSO on-site for technical interchange discussions. A meeting will be scheduled within ten (10) business days for a routine service requirement, five (5) business days for an essential service requirement that may need special attention, or two (2) business days for a mission essential requirement needing immediate attention.

3.9.2 Support. The Contractor shall assist Government representatives with testing and implementation of a new service circuit or expansion to existing circuits. The Contractor shall cooperate with the CSO or other Contractors who may be interconnecting with other related services. When expansion services entail Contractor support that requires additional equipment or testing to activate a circuit, the Contractor shall develop the installation and activation plans with the CSO.

3.9.3 Point-of-Contact. The Contractor shall provide a 24-hour point-of-contact telephone number for the notification of telephone/circuit outages and services.

3.10 Regulations and Policies. The Contractor shall follow all base regulations and policies regarding security, safety, and environment and federal, state, and local regulations, as applicable. The CSO will conduct a local regulation and policy briefing prior to the commencement of work.

3.10.1 Safety and Environmental. An environmental assessment is required at each site before the Contractor’s work can begin. The Contractor will coordinate with the Environmental Management/Civil Engineering Personnel through the CSO to make sure the environmental assessment has been accomplished. The owning agency is responsible for performing environmental assessments for each communications site where work is to be performed, and this assessment must be accomplished prior to any task carried out by the Contractor.

3.10.2 Safety Training and Education. The Contractor must have a safety and health plan for the employees. The employer shall instruct each employee in the recognition and avoidance of unsafe conditions and the regulations applicable to his work environment to control or eliminate any hazards or other exposure to illness or injury.

3.10.3 Safety and Health. The Contractor shall meet with the local safety and bioenvironmental personnel prior to work surveys to determine any potential problems with the projected work in areas that may contain asbestos, hazardous materials, and hazardous wastes. The Contractor shall follow local procedures established by the local safety and health offices. Reference the instructions in CFR 29, Part 1926.58, Appendix G for proximate to asbestos containing materials. The Contractor shall meet with the local Civil Engineers to determine proper procedures for disposal of residue hazardous materials and empty hazardous materials containers.

3.10.4 Hazardous Material Reporting on Federal Installations. The Contractor (primary and sub) are required to provide Material Safety Data Sheets (MSDS) on each hazardous material/compound that will be used in the performance of work specified by Government contract. The MSDSs will be provided to the federal facilities Environmental Management Office for approval of use prior to any use of the hazardous materials (paints, solvents, cleaners, encapsulating compounds, etc.). Hazardous materials are not permitted on any federal facility until approval has been processed and granted through the local Environmental Management. There are no exceptions to this requirement.

3.10.5 Ozone Depletion. No ozone depleting chemicals or compounds will be used during the performance of work. (EPA Clean Air Act, 1991 Revision).

3.10.6 Work Clearance Request. The Contractor shall obtain a Base Civil Engineering Work Clearance Request, AF Form 103, prior to trenching, digging, or modifying a facility. The Contractor will obtain direction from Base Civil Engineering for all excavations and trenching. In addition, the Contractor will adhere to Base Civil Engineering policy when working in confined spaces (i.e., entering manholes, tunnels, and unvented vaults) and shall be coordinated with the local safety and health offices prior to entry. Under no circumstances shall the Contractor handle, transport, or dispose of hazardous waste materials. This is solely the facility owner’s responsibility.

3.10.7 Accident/Incident Reporting and Investigation. The Contractor shall record and report to the CSO all available facts relating to each instance of accidental damage to Government property or injury to either Contractor or Government personnel. The Contractor shall secure the accident scene and wreckage until released by the accident investigative authority through the CSO and contracting officer. If the Government elects to conduct an investigation of the incident, the Contractor shall cooperate fully and assist the Government personnel until the investigation is completed.

3.10.8 Subcontractors Safety. The Contractor shall be responsible for ensuring his/her subcontractors comply with all the provisions of this contract.

3.11 Special Service. When future requirements indicate that a special service is required, a separate proposal shall be negotiated with the Contracting Officer. No work shall be authorized until receipt of the contract modification signed by the Contracting Officer. In addition, the contractor shall not proceed with services until receipt of DD Form 1367 from CSO. Any special service requested shall comply with the paragraphs of Sections 3.0 through 3.13 of this SOW.

4.0 Security Requirements. See Clause 5352.242-9000 CONTRACTOR ACCESS TO DEPARTMENT OF THE AIR FORCE INSTALLATIONS (JUN 2024)

4.1 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.

4.2 Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.3 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on base.

4.4 Controlled Unclassified Information. The contractor shall comply with DoDI 5200.48, Controlled Unclassified Information (CUI). This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

4.5 Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.6 Controlled/Restricted Areas. While on base the contractor shall be escorted at all times.

5.0 Site Specific Special Requirements. The Contractor shall provide local call service that must cover Peru, Indiana and the following area codes: 765, 260, 317, 812 respectively.

6.0 Inspection and Acceptance: Inspection and acceptance will occur in accordance with FAR 52.246-2, Inspection of Services. In the absence of other agreements negotiated with respect to time provided for government review, deliverables will be inspected, and the contractor notified of the COR's findings within five (5) workdays of normally scheduled review. If the deliverables are not acceptable; the COR will notify the PM immediately. All deliverables shall be timely, accurate, and presented in accordance with standards established in this Performance Work Statement. The Contracting Officer Representative (COR) will determine final acceptance of all products. To determine contract compliance, the COR will acknowledge receipt of all products. This will attest to the on-time and satisfactory nature of each product delivered. Acceptable report/deliverable formats will be provided to the Contractor at Contract start date.

6.1 Unsatisfactory Work: Unless otherwise negotiated, the contractor shall correct or replace all non-conforming services or deliverables found by the Government because of quality assurance surveillance, not later than two (2) workdays after notification of non-conformance.

7.0 Quality Assurance: The Government will evaluate the Contractor's performance of this Contract for those requirements listed in the SOW. The COR or other designated evaluator will follow the method of surveillance specified in this Contract. Government personnel will record all surveillance observations. When an observation indicates defective performance, the COR Alternate COR or other designated evaluator will require the Contractor manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation. It acknowledges that the Contractor has been made aware of the non-compliance. Government surveillance of requirements may occur during the performance period of this contract. Such surveillance will be completed according to standard inspection procedures or other contract provisions. Any action taken by the Contractor because of surveillance will be according to the terms of the Contract.

8. Contracting Officer's Representative (COR) Designation: Before contract award, the Contracting Officer will appoint a Primary and Alternate COR and issue a COR Designation Letter stating the authority of the COR. The contractor will receive a copy of the written designation.

9. Quality Control Plan: The contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP) or Quality Assurance Plan (QAP). The document shall ensure that the Government receives the level of quality that is consistent with the requirements specified. The document shall be made available for Government review upon request. The contractor shall be responsible for overall responsiveness, cost control, adherence to schedules, responsible and cooperative behavior, quality of work, subject matter expertise, level of understanding of 434 CS missions, and commitment to satisfaction. The document shall include the following minimum requirements:

9.1 A description of the inspection system to cover all major services and deliverables. The description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title of inspectors.

9.2 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

9.3 A description of the records to be kept to document inspections and corrective or preventative actions taken.

9.4 All records of inspections performed shall be retained and made available to the Government upon request throughout the Contract performance period, and for a four-year period after Contract completion and/or until final settlement of any claims under this Contract.

9.4.1 For all deliverables in paragraph 3.0: Regional Media Analysts, the contracted vendor will identify a third party, independent testing service to provide Linguistic Quality Assurance (LQA) and Quality Control. Prime contractor will ensure quality control of the product prior to delivery to the Government.

9.5.1 Scope of Linguistic Quality Assurance

9.5.1.1 All products destined for public release and internal use are subject to linguistic evaluation. Examples of deliverables include, but are not limited to:

Press Releases, Media Statements, Website Content, Social Media Posts, Speeches and Keynote Addresses, Email Communications, Crisis Communication, Reports and Publications, and Event Communication.

9.5.2 Responsibilities of the LQA Organization

9.5.2.1 The LQA organization will assess written documents, and website content for linguistic accuracy, cultural sensitivity, and adherence to industry standards.

9.5.2.2 The LQA organization will provide comprehensive reports after each assessment, including identified linguistic issues, recommendations for improvement, and a summary of overall linguistic quality.

9.5.2.3 The LQA organization will actively collaborate with the project team to address linguistic challenges collectively.

9.5.2.4 The LQA organization will conduct assessments in accordance with established linguistic quality standards, including the use of the Multidimensional Quality Metrics (MQM) framework.

9.5.2.5 The LQA organization will integrate feedback from project team members into future assessments to ensure continuous improvement in linguistic quality.

9.5.3 Quality Metrics and Criteria

9.5.3.1 The prime contractor, in consultation with the LQA organization, and in accordance with the Interagency Language Roundtable language standards, will develop a schema of errors to evaluate translations against, such as the Multi-dimensional Quality Metrics (MQM) framework.

9.5.3.1.1 Examples of quality metrics and criteria include, but are not limited to accuracy, clarity and readability, cultural sensitivity, consistency, grammar and syntax, alignment with organizational and brand guidelines, compliance with industry standards, engagement level, translation quality, and accessibility.

9.5.4 Frequency of LQA Assessments

9.5.4.1 The Prime contractor will obtain and provide the government with comprehensive reports highlighting linguistic strengths and areas for improvement from a human LQA and/or an automated LQA system at key project milestones such as:

9.5.4.1.1 Regular milestone assessments. Examples: the completion of each project, development of press releases, website updates, or the delivery of speeches.

9.5.4.1.2 Periodic reviews (monthly, quarterly, annually) to review and enhance the linguistic quality of ongoing communication materials including social media posts, and other external and internal content.

9.5.4.1.3 Pre-release checks. Pre-release LQA assessments will be conducted for all public information to ensure linguistic accuracy and appropriateness prior to publication.

9.5.4.1.4 Post-event evaluations. LQA assessments will be performed post-event for speeches, media statements and other communication materials related to major organizational events.

9.5.4.1.5 Continuous monitoring. Linguistic quality will be continuously monitored through an ongoing feedback loop, allowing for immediate correction of language-related issues as they arise.

9.5.4.1.6 Ad Hoc Assessments. Ad Hoc LQA assessments may be triggered by significant changes in messaging strategy, shifts in target audience demographics, or emerging linguistic challenges.

9.5.4.1.7 Collaborative Review Meetings. Monthly collaborative review meetings will be held to discuss LQA assessment reports, share insights, and strategize on linguistic quality enhancement efforts.

9.5.4.1.8 Crisis Communication Response. In times of crisis, immediate LQA assessments will be conducted on all communication materials to uphold linguistic quality standards and mitigate potential reputational risks.

9.5.5 Communication Protocols

9.5.5.1 The LQA organization will collaborate with the prime contractor and the government to integrate LQA processes into the CCPA workflow.

9.5.5.2 The LQA organization will submit detailed assessment reports to the project manager monthly. Emergency linguistic issues will be communicated immediately through a pre-designated communication channel.

9.5.5.3 Feedback sessions will be scheduled monthly, where the project team and LQA organization will discuss assessment findings, linguistic improvements, and address any questions or concerns.

9.5.5.4 A dedicated online platform will be utilized for sharing documents, feedback, and conducting virtual meetings to facilitate seamless communication between the project team and the LQA organization.

9.5.5.5 All linguistic issues and recommendations will be documented using a standardized template to ensure clarity and consistency in communication.

9.5.5.6 The LQA organization commits to acknowledging and responding to linguistic queries or issues within 12 hours of receipt.

9.5.6 Escalation Procedures

9.5.6.1 The prime contractor is responsible for establishing procedures for escalating linguistic issues or disputes that cannot be resolved at the project level.

9.5.6.2 Urgent linguistic issues that pose a reputational risk will be escalated to the project manager and director of communications simultaneously for immediate resolution.

9.5.6.3 Escalated linguistic issues will be addressed collaboratively, with representatives from both the project team and the LQA organization working together to find a resolution.

9.5.6.4 All escalated linguistic issues will be documented and reviewed during monthly meetings to identify systemic challenges and implement preventive measures.

9.5.7 Training and Onboarding

9.5.7.1 CCPA and the prime contractor are responsible for any training and onboarding requirements for the LQA organization to ensure that the LQA team is familiar with AFRC goals, organizational standards, and any specific terminology or requirements unique to the project.

9.5.7.2 The LQA organization will receive regular updates and training sessions to stay abreast of changes in linguistic standards, emerging language trends, and industry developments.

9.5.8 Monitoring and Continuous Improvement

9.5.8.1 The prime contractor will define key performance indicators (KPIs) for monitoring the effectiveness of linguistic quality assurance processes, monitor and report on the effectiveness of the LQA processes, and provide recommendations in the form of monthly reports on those processes.

9.5.8.2 KPIs, such as the percentage of linguistic issues resolved and the time taken to address issues, will be monitored to assess the performance of the LQA organization.

9.5.8.3 Feedback from LQA assessments will be used to implement immediate corrective actions and inform long-term strategies for enhancing linguistic quality.

9.5.8.4 Implemented improvements resulting from LQA assessments will be documented, providing a record of successful strategies and areas for further enhancement.

9.5.8.5 The linguistic quality assurance process will be adaptable, with strategies adjusted as needed to address emerging linguistic challenges and changes in project goals.

10. Normal Hours of Operation: The contractor will be expected to be present from 7:00 a.m. to 3:00 p.m. Monday through Friday, excluding Federal holidays and any other days specifically designated by the Contracting Officer. Unless otherwise noted, all services included in this PWS require the contractor to perform during normal hours of operation. The Government maintains the option to permanently change the hours and days of operation. Situations may require extended hours of operations, to include military exercises, contingency operations, or weather emergencies. When contractor access to the work area conflicts with a mission requirement, the contractor shall schedule the work to minimize the disruption. Such scheduling may require work to be accomplished at times other than normal hours of operation.

11. Federal Holidays: The contractor shall observe the same federal holidays as observed by the U.S. Government, as follows:

APPENDIX 1

REQUIRED LONG-DISTANCE AND LOCAL COMMERCIAL COMMUNICATIONS SERVICES AT CUT-OVER

12.0. Long-distance and local services, required from the Contractor, are initial installation and cut-over service requirements for the Government under the scope of this contract. The Contractor shall provide the following baseline of long-distance and local commercial communications services for Grissom ARB, IN at cut-over.

12.1. Direct-In-Dial Directory Numbers.

12.2 Exchange and Access Lines.

12.2.1 Local Exchange and Access Trunks.

12.2.2 Local Exchange Digital (ISDN PRI) Trunks.

ID

PR-069-MPMK-0001

7029 Tanker Street Grissom ARB, IN

PR-069-MPMK-0002

7029 Tanker Street Grissom ARB, IN

PR-069-MPMK-0003

7029 Tanker Street Grissom ARB, IN

NP80351300010001

7029 Tanker Street Grissom ARB, IN

12.3 Foreign Exchange (FX) Lines/Trunks.

12.3.1 Analog FX Line/Trunks. Not Applicable

12.3.2 Foreign Exchange Digital Trunks. Not Applicable

12.4 There are two E911 CAMA Trunks currently servicing this installation that will not be included in this contract.

12.5. Data Point-to-Point Circuits (N/A).

12.6. Circuit Extension (N/A).

12.7. Public Listings.

12.8. Diversity/Diverse Routing. All circuits shall have diversity provided via two physically separated transmission paths (cable paths) between the vendor’s off-base DCO and the base demarcation point, Building 761 on Grissom ARB, IN.

12.9. Last leg SIP connections will be accomplished by 434 CS personnel to two Cisco integrated services routers.

13.0 SERVICES SUMMARY: The Government will evaluate the Contractor performance in accordance with the following criteria. Performance evaluations will be rendered in one or more Government databases for that purpose

Appendix 1

notification provided 100% of time

3. Responds and restores Catastrophic Priority service outages IAW PWS as coordinated with the Government POC.

notification and timely restoration of services provided 100% of the time

notification and timely restoration of services provided 100% of the time

5. Respond and restore Serious Priority service outages IAW PWS, TSP as coordinated with the Government POC.

notification and timely restoration of services provided 100% of the time

6. Respond and restore Routine service outages IAW as coordinated with the Government POC.

notification and timely restoration of services provided 100% of the time

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