A03_PWS_CCTV_15-R-0002_Final.pdf

PERFORMANCE WORK STATEMENT

CLOSED CIRCUIT TELEVISION (CCTV)

1. INTRODUCTION

1.1 BACKGROUND

The Department of Defense (DoD) tasked the Office of Military Commissions (OMC) to conduct military commission proceedings of detainees being held for crimes against the United States at Guantanamo Bay, Cuba (GTMO). To allow the public to view commission proceedings, the Deputy Secretary of Defense directed OMC to provide Closed Circuit Television (CCTV) feed capability from U.S. Naval Station Guantanamo Bay, Cuba (GTMO) to the Continental United States (CONUS). The CONUS locations are Fort Devens, MA; Fort Hamilton, NY; Fort Meade, MD; Joint Base McGuire/Dix/Lakehurst, NJ, and Naval Station Norfolk, VA.

OMC currently operates a satellite CCTV system from a single broadcast site and multiple receive sites that is comprised of two satellite bands, KU and C. These satellite signals provide an audio/video signal to the receive sites in CONUS and broadcast from GTMO.

The CONUS sites have both a KU and C band dish to receive the signal from GTMO and process it to an audio/visual device for presentation. The Government also provides a dedicated circuit that is used as a third signal option. This dedicated circuit is integrated into the KU and C band audio/visual presentation system.

For the KU and C bands, the sizes are 4500Kbps for GTMO and 250 Kbps for CONUS. PWS Attachment A provides a general layout of the sites and systems.

The technical package for this requirement includes this PWS, the CCTV Architecture document, and the Anticipated Workload – Asset List document. These documents identify the objectives of the contract, the layout of the CCTV system, and the assets that it includes. These assets constitute the anticipated workload for the maintenance and repair requirements.

1.2 OBJECTIVES

The objective is to successfully broadcast OMC hearings from GTMO to CONUS locations.

1.3 SCOPE

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain the OMC CCTV systems in a manner that will ensure the successful broadcast of OMC hearings. The contractor shall also conduct monthly demonstrations at each site listed above and provide satellite air time. The anticipated workload/ asset list is provided as PWS Attachment B.

2. GENERAL REQUIREMENTS

2.1. NON-PERSONAL SERVICES

The services and performance required under this contract are determined to be not inherently governmental. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DoD policy. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks.

It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government officials. All documents or reports produced by the Contractor shall be marked as contractor products or otherwise indicate that contractor participation is disclosed.

All final determinations such as binding the United States to take or not to take some action, selecting program priorities, and providing direction to Federal employees shall be made by the government. The contractor shall immediately notify the Contracting Officer’s Representative (COR) and the Contracting Officer if performance of an activity would result in the performance of an inherently governmental function.

2.2. BUSINESS RELATIONS

The contractor shall successfully integrate and coordinate all activity needed to execute the requirements specified herein. The contractor shall manage the timeliness, completeness, and quality of the contract deliverables. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of all contractor personnel (including subcontractors). The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3. CONTRACT MANAGEMENT

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to this requirement. The contractor must maintain continuity between the operations and the contractor's corporate offices.

The contractor shall establish processes and assign appropriate resources to effectively administer this contract. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on this requirement.

2.4. SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer or Contracting Officer Representative (COR).

2.5. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

An integral part of successful performance under this contract is not only the production of quality products described in Section 3.0, but the responsiveness of contractor personnel in the day-to-day output of work products. While the end product or deliverable is vital to successful performance, day-to-day oversight also includes client interaction and responsiveness. Accordingly, the contractor is required to proactively maintain assigned tasks, and be responsive to all entities with professional business dealings related to the assigned tasks.

The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.6. TRAINING

The Contractor shall provide training, as necessary, for their own personnel to ensure that personnel are trained on the common suite of Microsoft Office tools (e.g., Word, Excel, Powerpoint) and other applicable programs. The Contractor shall also ensure that all of its employees have been properly trained and are qualified to perform assigned tasks under this PWS. The Government will provide or coordinate training on any new Government-provided equipment or Government-directed training (e.g., Information Assurance). If such training requires travel on the part of contractor employees, local travel costs (i.e., Metro) shall be borne by the contract personnel.

2.7. LOCATION

Work will be performed at the government sites listed. Contractor personnel must obtain and maintain a building pass, as well as a Common Access Card (CAC) to access to all IT systems prior to conducting work on this contract. Contractor personnel must also read and familiarize themselves with all organizational mission statements and charters, organizational structures, operating instructions, Standard Operating Procedures (SOP) and policy.

3. PERFORMANCE REQUIREMENTS

The technical package for this contract includes this PWS as well as the CCTV Architecture document and Anticipated Workload – Asset List document.

3.1 INSPECTIONS & REPORTS. (FFP)

The contractor shall perform inspections on CCTV systems and prepare and submit a monthly report. The report shall include information on each asset, such as its condition. At contract completion, the contractor shall provide a final report.

The final report shall include the following: (1) location of all Government work products generated by the contractor; (2) pending tasks/action requiring the Government’s attention; (3) problems or constraints encountered; and (4) suggested solutions to problems or constraints encountered. The contractor shall provide all data deliverables in a hard copy format, in English, with an editable electronic version. Electronic versions will be provided in standard Microsoft formats (MS Word,MS Excel, MS PowerPoint, Etc.) on a CD-ROM or DVD.

3.2 MAINTENANCE SERVICES (FFP)

The contractor will maintain the CCTV systems and dedicated circuit at the sites above to ensure reliable connectivity of audio and video feed transmission between broadcast and receive sites.

The maintenance work shall be in accordance with the manufacturer’s specifications, or if there are no manufacturer’s specifications, then commercial standards.

Maintenance will also include monthly demonstrations from each site. The objective is to assess the transmission from all sites over a period of three days and address any issues. The broadcast system is currently located at GTMO, while receiving systems are located at Naval Station Norfolk, VA, Fort Meade, MD, Joint Base McGuire-Dix-Lakehurst, NJ, Fort Devens, MA, and Fort Hamilton, NY.

3.3 SATELLITE AIR TIME (FFP)

Satellite Air Time: The Contractor shall provide satellite air time to support the CCTV system.

3.4 REPAIRS, CHANGES, AND HEARING SUPPORT (T&M)

The contractor shall make repairs as necessary to ensure full operation of the CCTV equipment.

Repairs shall be made in accordance with commercial quality standards or manufacturer’s instructions. All repairs shall be coordinated with the Contracting Officer’s Representative.

After coordinating with the Contracting Officer’s Representative, the contractor shall make changes to the CCTV system as necessary to support the OMC hearings or provide successful transmission of the hearings. All changes shall be made in accordance with commercial quality standards or manufacturer’s instructions.

Repairs also includes providing a monthly report on repairs undertaken and their costs.

4. SPECIAL REQUIREMENTS

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1. GOVERNMENT FURNISHED MATERIALS

The Government will provide the contractor with a list of parts and spares. When possible, the Government will provide access to these parts and spares, which are meant to reduce the cost of repairs identified. However, the contractor should not rely upon this list and/or anticipate receiving parts, tools, or spares necessary for maintenance efforts.

Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, consumable and general purpose office supplies) will be provided while working in Government facilities. Additionally, the tasks in this PWS require a physical presence in order to ensure successful performance. The Government will provide information, material and forms unique to the Government for supporting the task. All Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The COR will be the point of contact for identification of any required information to be supplied by the Government.

4.2. SECURITY

Overarching security requirements and Contractor access to classified information is specified in the basic DD Form 254. All contractor personnel with access to unclassified information systems, including e-mail, shall have at a minimum a favorable National Agency Check (NAC).

4.3. QUALITY CONTROL PLAN

The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP shall document how the Contractor will meet and comply with the quality standards specified in the PWS, and Quality Assurance Surveillance Plan (QASP). At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS.

4.4. DOCUMENTATION

Documents, data files, reports, correspondence, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical documents related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this PWS and contract, are property of the Government and shall be delivered to the COR promptly, upon request.

The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not considered public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein. The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the government has conducted the appropriate security review and granted written approval (e.g. posting information to a public website).

4.5. TRANSITION

The Contractor shall follow its transition plan submitted as part of their proposal and keep the Government fully informed of status throughout the transition period.

Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission.

The Contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods

4.5.1. Phase-in

The Contractor shall submit a detailed phase-in plan to include start-up activities that may be required to transition to full operational capability upon conclusion of the transition period.

The Contractor shall:

Provide a detailed transition methodology in logical sequence to ensure a smooth transition of all tasks/subtasks of the contract without interruption or degradation of service levels;

Provide a timeline for completion; and Identify associated risks and issues and risk mitigation strategies.

4.5.2. Phase-out

The Contractor shall provide a phase-out plan no later than sixty (60) days prior to expiration of this contract. The Contractor shall maintain complete documentation that is totally assessable to the designated Government representatives via a web portal or some other portal as the Government directs.

The Contractor shall overlap with incoming Contractor during transition for a nominal period of 30 days and will work with Government personnel and the incoming contractor to transfer knowledge, information and documentation for all projects and tasks related to this contract. The type of information and documentation to be transferred includes but is not limited to:

Copies of all program codes, designs, files, and equipment.

Note: All automated data files in the possession of the contractor are the property of the Government and shall be turned over to the KO or the COR at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.

5. TRAVEL

All travel within 100 miles of the National Capital Region, defined in 10 U.S.C. § 2674, is included in the price of this contract. When movement of contractor personnel is required locally (i.e., Metro) costs will be borne by the contractor. The Government will reimburse the contractor for all other travel outside the 100 mile limitation that was authorized in advance by the Contracting Officer or Contracting Officer’s Representative, for reasonable travel related expenses.

Contractors are required to travel under this contract to multiple locations, including, U.S. Naval Station Guantanamo Bay (GTMO), Cuba; therefore contractors are required to possess a valid U.S. Government passport. All travel to GTMO requires prior approval by the Contracting Officer’s Representative. The contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with the FAR 31.205-46 “Travel Costs”. Requests for approval of costs in excess of maximum per diem rates in accordance with the procedures contained in FAR 31.205-46(a)(3) must be submitted to the COR for final approval prior to commencement of travel.

While in GTMO, the Government will provide the contractors housing, meals, and transportation. Contractors will be reimbursed in accordance with the JFTR. If a government vehicle or rental car is issued, the contractor must possess a valid U.S. driver’s license.

Contractors are required to stay in Government-furnished housing which will consist of a cuzco trailer or tent. In the event Government housing is unavailable, with the COR's approval, contractors may be authorized to stay at Navy transient housing. Contractors will not be reimbursed for the cost of transient housing not previously approved by the COR.

In accordance with the Federal Acquisition Regulation, the contracting agency must engage and work with the Contracting Officer to register in the Synchronized Pre-deployment and Operational Tracker (SPOT) to provide "Letters of Authorization" to their respective contractors to facilitate the travel and reimbursement of any and all CONUS and OCONUS travel. Training and registration for SPOT can be accessed at https://spot.dmdc.mil/privacy.aspx.

6. PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE REQUIREMENTS SUMMARY

Requirements/ Performance Standards

Acceptable Quality Level

Method of Surveillance

Incentive/ Remedy

Perform Inspections. 90% of CCTV assets Review by Positive/Negative

Inspections are performed and an accurate monthly report is submitted.

receive inspections Government Personnel

Performance Rating

Perform Preventive Maintenance Contractor shall complete normal preventative maintenance.

90% of CCTV assets receive maintenance

Review by Government

Personnel

Positive/Negative Performance Rating

Monthly Master Inventory List To ensure all equipment is tracked and accounted for, the Contractor shall record and organize, in an electronic file compatible with Microsoft Office, all equipment.

90% of inventories are current when submitted

COR Review Positive/Negative Performance Rating

Satellite Air Time Contractor shall provide satellite air time to support the CCTV system.

The contractor provides satellite air time for 95% of the contract’s period of performance.

Review by Government

Personnel

Positive/Negative Performance Rating

Final Report

The report is 90% accurate when submitted.

COR Review Positive/Negative Performance Rating

Repairs, Repair Reports, Changes, and Hearing Support

All repairs, repair reports, changes, and support shall be made in accordance with commercial quality standards or manufacturer’s instructions.

COR Review Positive/Negative Performance Rating

7. DELIVERABLES

Deliverables shall be submitted to the COR designated in the COR Appointment letter. All deliverables shall be submitted using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint), or Adobe PDF format, unless otherwise specified by the COR.

Electronic submission shall be made via email, unless otherwise agreed to by the COR.

The COR has the right to reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection.

The following table specifies the deliverables for this requirement

PWS

Reference

Deliverable Title Delivery Time Frequency

3.2 Inventory List TBD Monthly

3.4 Repairs Report TBD Monthly

3.2 Final Report TBD Once, at contract

completion.

8. ATTACHMENTS

A. CCTV Architecture B. Anticipated Workload/ Asset List C. GFE List