Field_Site_PWS_Final_1.pdf

Department of Defense Inspector General (DoDIG)

Performance Work Statement (PWS) for

Field Site Telecommunications Support for Moves/Adds/Changes and Maintenance

1.0 BACKGROUND and OBJECTIVES: The Department of Defense, Office of the Inspector General (DOD, OIG), Office of Administration and Management (A&M), Information Systems Directorate (ISD), Unified Communications Division (UC) request a new contract for Field Office Telephone Moves/Adds/Changes, System Maintenance & Cabling Infrastructure for fifty-three (53) field office locations (see attachment for site address). These systems consist of Cisco equipment located throughout the continental United States.

The Objective is to procure support which will provide:

Emergency maintenance and/or Moves/Adds/Changes to phone equipment

Routine maintenance and/or Moves/Adds/Changes to phone equipment

Telecommunication cable installs and repairs

Phone equipment de-installs/re-installs

2.0 SCOPE: Providing a maintenance contract allows the OIG an effective way to provide voice/data communications to our field sites without relying on sending OIG personnel to the field sites to make repairs or to move system components. This vehicle will provide emergency repair service which will allow the OIG user community to continue to accomplish their mission and work towards their goals.

3.0 SPECIFIC TASK(S)

3.1 BASIC SERVICES. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform telephone moves/adds/changes, telephone system maintenance and installation and maintenance of telecommunications cabling infrastructure as defined in this Performance Work Statement except as Specified in section Part 6 as government furnished property and services at 53 field site locations (see attached list). The contractor shall perform to the standards in this contract as defined in this Performance Work Statement.

CLIN 0001: The contractor shall provide Phone System Moves/Adds/Changes (M/A/C):

Routine M/A/C Work:

The OIG requires On-site technical support for routine Moves/Adds/Change (M/A/C) and cabling work to be performed Monday through Friday between the hours of 8:00 am and 4:00 pm local time. The dispatch center must generate a technician work order within two (2) business hours after being notified by an OIG Telecom staff member that there is the need for M/A/C service and a request is received by phone, e-mail or by other electronic means. A technician must be dispatched to a site to perform the M/A/C work within two to three (2-3) business days after the dispatch office receives the request for service and generates a work order. The dispatch office and/or technician must coordinate the technician’s arrival in advance with a site POC where the work is to be performed so the technician does not get turned away. The DODIG will not pay for any changes incurred due to the vendor not coordinating their work in advance with the Field Site Office.

Emergency M/A/C Work:

The OIG requires On-site technical support for Emergency Moves/Adds/Change (M/A/C) and cabling work to be performed Monday through Friday between the hours of 8:00 am and 4:00 pm local time. The dispatch center must generate a technician work order within one (1) business hour after being notified by a OIG Telecom team member that there is the need for Emergency M/A/C service and a request is received by phone, e-mail or by other electronic means. A technician must be dispatched to a site to perform the Emergency M/A/C work within one (1) business day after the dispatch office receives the request for service and generates a work order. The dispatch office and/or technician must coordinate the technician’s arrival in advance with a site POC where the work is to be performed so the technician does not get turned away. The DODIG will not pay for any charges incurred due to the vendor not coordinating their work in advance with the Field Office.

CLIN 0002: The contractor shall provide Phone System Maintenance:

Routine Phone System Maintenance:

The OIG requires On-site Routine System Routine Maintenance for hardware and software for the phone and voicemail systems to be performed Monday through Friday between the hours of 8:00 am and 4:00 pm local time.

The dispatch center must generate a technician work order within two (2) business hours after being notified by a OIG Telecom team member that there is the need for Routine Phone System Maintenance and a request is received by phone, e-mail or by other electronic means. A technician must be dispatched to a site to perform the work within two to three (2-3) business days after the dispatch office receives the request for service and generates a work order. The dispatch office and/or technician must coordinate the technician’s arrival in advance with a site POC where the work is to be performed so the technician does not get turned away. The DODIG will not pay for any charges incurred due to the vendor not coordinating their work in advance with the Field Office.

Maintenance shall include, at a minimum:

Replacement of broken equipment

Telephone trouble reporting and support, problem escalation, system reprogramming, system software/firmware upgrades, network and telephone cabling, and installation and recommendations for system improvements for all telephone system components.

The contractor shall provide Complete Phone and Voicemail System Moves in Support of Office Renovations and Relocations:

In support of Field Office renovations and relocations, the contractor will be responsible to perform a site survey of the equipment at the old office location and a site survey of the new location to determine if any new equipment is needed to support moving the phone and voicemail equipment to the new office location. The contractor will de-install and re-install the equipment and perform any and all associated system programming to accomplish the task of moving the phone and voicemail equipment to the new office location. This task will include any subsequent follow up visits by the contractor to work out any unresolved issues pertaining to the original request to move the phone and voicemail equipment.

CLIN 0003: (Phones/Supplies/Contractor Supplied Materials)

In support of this contract, the contractor will be required to furnish cable (CAT-6), phone and LAN jacks, face plates and all other necessary materials in order to install new voice and data drops as required. The contractor will be required to replace damaged and/or unusable phone and voicemail system components on a as need basis and furnish additional phone and voicemail system components on an as need basis in order to expand or upgrade system capabilities. The contractor will also furnish new phone sets that are compatible with the existing Cisco phone system if a phone set is damaged, needs to be replaced, or a phone system is being expanded. The CLIN includes an estimated total of parts based on previous years of acquiring this service.

** All cable infrastructures from LAN closet to phone/LAN jack will be CAT5e or higher depending on the infrastructure that has been installed at the office location.

3.1.2 Software Upgrade – NA

3.1.3 Period of Performance:

Base Year: September 30, 2015 – September 29, 2016

4.0 Performance Requirements Summary:

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

PERFORMANCE REQUIREMENT SUMMARY (PRS) – EQUIPMENT OPERATIONS

Specification Item Performance

Objective

Performance Standard

(Minimum Acceptable Standard)

(MAS)

Method of

Surveillance

Frequency

Routine Phone System Moves/Adds/ Changes & Phone maintenance

Provide routine maintenance to phone equipment.

Standard response time must be two to three (2-3) business days after dispatch office receives the request for service and generates a work order. Monday through Friday between the hours of 8:00 am and 4:00 pm local time

Periodic Surveillance

Semi-annually

Emergency Phone System Moves/Adds/ Changes & Phone work.

Provide emergency maintenance to phone equipment.

Standard response time must be (1) business day after the dispatch office receives the request for service and generates a work order.

Monday through Friday between the hours of 8:00 am and 4:00 pm local time

Periodic Surveillance

Semi-annually

5.0 CONTRACT REQUIREMENTS:

5.1 General Information

5.1.1 Quality Control: The contractor shall develop and submit a Quality Control Plan (QCP) for Government approval in compliance with the contract. The Contractor shall maintain an effective QCP to ensure that all services are performed in accordance with the PWS. The Contractor shall develop and implement a plan with procedures that identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which he assures that his work complies with the requirement of the contract. As a minimum, the Contractor shall develop a QCP that addresses the areas identified in this PWS.

5.1.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable performance standards.

5.1.3 Recognized Holidays: The contractor is not required to perform services on these holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

5.1.7 Security Requirements: None

5.1.7.1 Facility Clearance: None

5.1.7.2 Physical Security: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

5.1.7.3 Key Control: None

5.1.8 Special Qualifications: None

5.1.9 Post Award Conference/Periodic Progress Meetings: N/A

5.1.10 Contracting Officer Representative (COR): TBD

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions; assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

6.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

6.1 Equipment: None

6.2 Services: None

6.3 Utilities: None

6.4 Facilities: None