HQ051621R0016 AMEND 01.pdf

HQ0516119194

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

RFP Amendment 01 is issued for the follow ing reasons.

1. Unit of issue and quantity updated from 1 Lot to 12 months for FFP CLINs x001 and x002.

2. Update PWS paragraph 10 to clarify local travel.

3. FAR 52.222-42, Statement of Equivalent Federal Rates for Federal Hires is added.

4. Moved key personnel language from RFP Section L, 3.4 to 4.1.1

5. Added ODC plug number language to Section L, 6.1.3 and Section M, 2.7.

6. Section Attachment L-2, price/cost template updated to reflect ODC plug numbers.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 54

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 25-May-2021

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HQ051621R0016

X 9B. DATED (SEE ITEM 11)

06-May-2021

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

25-May-2021

CODE

HQ0516 DMA CONTRACTING

SHADONNA MINNIS 6700 TAYLOR AVE

FORT MEADE MD 20755

HQ0516 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HQ051621R0016

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION B - SUPPLIES OR SERVICES AND PRICES

CLIN 1001

The pricing detail quantity has increased by 11.00 from 1.00 to 12.00.

The unit of issue has changed from Lot to Months.

CLIN 1002

CLIN 2001

CLIN 2002

CLIN 3001

CLIN 3002

CLIN 4001

CLIN 4002

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PERFORMANCE WORK STATEMENT

BROADCAST AUDIOVISUAL TECHNICAL SUPPORT

PERFORMANCE WORK STATEMENT

As of 24 May 2021

Contract Number: (completed by the KO at time of contract award) Task Order Number: (completed by the KO at time of contract award) Contractor Name (completed by the KO at time of contract award) Follow-on to Previous Contract and Task Order Number:

(completed by the KO at time of contract award)

1. CONTRACTING OFFICER REPRESENTATIVE (COR):

1.1. Primary COR- Completed at contract award

1.2. Alternate COR-Completed at contract award

2. TITLE: Broadcast and Audio-Visual Systems Technical Support

3. BACKGROUND: The mission of the Defense Media Activity (DMA) is to provide comprehensive internal and external information to the entire Department of Defense (DoD) family through all available media;

communicate Secretary of Defense, Service Secretary and other DoD and Military Service messages and themes through the medium of print, the worldwide web, radio and television in order to support and improve quality of life and moral, situational awareness, and sustain readiness; and provide United States (U.S.) radio and television news, information and entertainment programming to military service members, DoD civilians and their families, overseas and on board U.S. Navy ships. For the purpose of this PWS, the DMA consists of the following subordinate organizations:

• Defense Media Activity-Riverside (DMA-R) o American Forces Network-Broadcast Center (AFN-BC) o Defense Visual Information Records Center (DVIRC) o Management Support Office (MSO)

• Defense Media Activity Headquarters (DMA-HQ)

3.1. AFN-BC MISSION: The AFN-BC mission is to inform and entertain the overseas audience through the delivery of DoD Command Information and U.S Radio and Television programming. The American Forces Network (AFN) staff performs a wide array of post-production functions on programming acquired from sources including U.S. commercial and public broadcast networks, independent producers, and programming distributors.

Promotional spots and interstitial materials are created for inclusion into all of the 24 televised channels and approximately 100 radio channels, including approximately 45 Radio Internet Protocol (IP) streaming services. All program material and information is securely distributed to DMA outlets and authorized users through a global satellite digital network, radio programming is also streamed over IP. An initiative is also underway to provide Television IP streaming and Video on Demand services. Both Radio and Television Operations departments operate on a 24x7x365 schedule.

3.2. DVIRC MISSION: The DVIRC collects, curates, manages, digitizes and preserves historic physical images that are permanent DoD Visual Information (VI) records. The DVIRC operates as the central DoD VI records center for the economical and efficient collection, storage, curation, and accessioning to the National Archives and Records Administration (NARA) of all permanent unclassified DoD VI records pursuant to Section 3103 of Title 44, U.S.C. For the purposes of this PWS, this includes all audiovisual equipment, including the equipment used to digitize the various motion film formats, video and audio tape formats.

3.3. MSO MISSION: The MSO provides facilities management, security, and administrative management for the Riverside facility. For the purpose of this Performance Work Statement (PWS), this includes security and egress systems, telephone systems, conference rooms, training room, auditorium, in-house cable system, and all office audio-visual equipment.

3.4. DMA-HQ MISSION: DMA-HQ, Fort Meade, MD, provides audio-visual production services for the individual military services, the Pentagon, Joint Chiefs, and Service Secretaries and Secretary of Defense.

For the purpose of this PWS, maintenance includes all audiovisual production equipment, conference rooms, training rooms, in-house cable system and all office, audio-visual equipment. Additionally, the Headquarters (HQ) facility is in the process of standing up a Continuity of Operations (COOP) Site to perform a limited AFN mission should the need arise. Support is required for four, four channel television systems and the full complement of Radio services at the HQ location.

4. OBJECTIVES: The objective is to provide technical support services to the DMA at locations in California and Maryland. The DMA requires support for contract management, installation, integration, maintenance and repair of complex broadcast audio, video and network systems to include; television and radio automation, satellite downlink antennas and Radio Frequency distribution, audio and video non-linear editing suites, information technology networks, on-line, near-line and off-line digital data storage, broadcast systems integration, draftsman support, telephone exchange support, video surveillance and egress systems. Qualified personnel, common tools, test equipment, calibration and transportation are imperative in accomplishing all requirements.

5. SCOPE: The scope of the work requires contractor provided broadcast technicians, network technicians and network systems administrators with advanced broadcast technical experience to provide technical support and maintenance at the DMA-R and DMA HQ in a depot level broadcast maintenance environment. Broadcast and IT certifications and troubleshooting to the component level is required.

6. PERFORMANCE REQUIREMENTS:

Defense Media Activity – Riverside, California: The contractor shall provide technical support to DMA Riverside located at 23755 Z Street, Riverside, California.

AFN-BC – Riverside: The AFN-BC currently consists of four worldwide satellite services: AFN Atlantic, AFN Pacific, and Direct to Sailor (DTS) Atlantic and Pacific; live on-air television control rooms, radio studios, a satellite antenna facility, television graphics design suites, television video editing suites, and television and radio programming and traffic departments to support AFN broadcast operations.

AFN-BC Riverside Hours: The contractor shall provide technical support on a 24x7x365 schedule.

MSO – Riverside: The MSO mission consists of security and egress systems, telephone systems, conference rooms, training rooms, auditorium and similar events technical support, in-house cable system, and all office audio-visual equipment.

MSO Riverside Hours: The contractor shall provide technical support on a 24x7x365 schedule.

DVIRC – Riverside: DVIRC is the flow point for transferring permanent, digital, DoD VI records to the National Archives and Records Administration. DVIRC uses various format video tape, audio, film, editing suites, and computer platforms to create digital files for archive.

DVIRC Riverside Hours: The contractor shall provide technical support on an 8 hour per day, 5 days per week basis.

Defense Media Activity Headquarters – Fort Meade, Maryland: The contractor shall provide technical support to the DMA HQ located at 6700 Taylor Ave, Fort George G. Meade, Maryland.

HQ DMA – Ft Meade: HQ-DMA operations consists of four television studios, four production control rooms each with an integral audio control room, 32 television editing suites which double as graphics editing suites, two television finishing editing suites, three television master control rooms, one network operations room, one content management suite (includes duplication and asset management systems), one satellite antenna facility with multiple uplink and downlink antenna systems, one 20-person training suite, four audio voice-over booths, three audio design suites, two television production uplink vehicles, three portable television production uplink systems and approximately 200 desktop editing/graphic workstations, six audio visual (AV) conference rooms and one server room consisting of back room equipment for all major systems.

HQ DMA – Ft Meade Hours: The Contractor shall provide technical support to the HQ-DMA operations at Ft Meade, MD on a 15-hour per day schedule from 5:00 A.M. to 8:00 P.M. Monday through Friday.

HQ DMA – The Pentagon: DMA-HQ Pentagon operations currently consist of one small, two-person television news bureau and one high-definition television control room. DMA-HQ operations at the Pentagon are expected to continue throughout the life of this PWS.

HQ DMA – The Pentagon Hours: The Contractor shall provide technical support to DMA-HQ operations onsite at the Pentagon on an 8 hour per day, 5 days per week basis.

6.1. Task 1: CONTRACT MANAGEMENT: The Contractor shall provide qualified management at DMA

Riverside and DMA HQ to oversee the day to day operations of the staff and deliverables outlined in this PWS. These management tasks include the oversight of all Emergency and Preventative Maintenance, Installations, Integrations, Workflows, Quality Control, computer assisted drafting (CAD) drawings for new and existing installations, material control and all other supervisory controls required to consistently satisfy the requirements of this PWS.

6.1.1. Subtask 1: Program Management Plan: The Contractor shall develop and maintain a Program

Management Plan (PMP) that shall be used as the underlying foundation for technical direction, resource management, reporting and other planning, throughout the period of performance. The draft PMP shall be presented at the post-award kickoff meeting for government approval.

Deliverable: Program Management Plan

6.1.2. Subtask 2 – Audio-Visual Maintenance Plan: Thirty days after award, the contractor shall provide an audiovisual maintenance plan (AVMP) for all identified equipment which shall include scheduled periodic preventive maintenance (PMI’s), corrective maintenance, recommended list of spare parts, recommended maintenance procedures and recommended procedures during catastrophic equipment outages for government approval. The Government engineering staff maintains configuration control and oversite of all AV systems and may request modifications to the procedures or the frequency of periodic inspections at any time. The AVMP is a living document requiring routine management throughout the life of the PWS as equipment, workflows or other changes dictate.

Deliverables: Audio-Visual Maintenance Plan

PMI Schedule PMI Procedures

6.1.3. Subtask 3 - Data Back-up Plan: The Contractor shall a Data Back-up Plan that specifies the schedule for data back-up, and where the back-up data is stored. The plan shall also include the location of an image server with computer images of all critical systems. This plan shall include the necessary access codes or passwords needed to restore these systems. This sensitive information shall be maintained in a secure location accessible only by key Contractor and Government personnel. The Data Backup Plan program will require routine management throughout the life of the PWS as equipment, workflows or other changes dictate.

Deliverables: Data Back-up Plan Computer Image Plan

6.1.4. Subtask 4 - Installation and Integration Planning: The contractor management or their designated representatives shall provide project planning support for the installation and integration of new or replacement systems.

6.1.4.1 Cost Estimates. The Contractor shall provide a cost estimate for full or partial support of project installation and integration to include equipment, cabling, man-hours and Government or outside Contractor assistance as required for specific projects.

Deliverable: Installation and Integration Plan

6.1.5. Subtask 5 - Maintenance Operating Procedures: The Contractor shall utilize existing Government approved Maintenance Operating Procedures. The contractor shall review the provided procedures, establish replacement written procedures, create maintenance procedures for new equipment and provide them to the COR for review and approval. Subsequent changes to any Maintenance Operating Procedure shall be submitted to the COR for review and approval.

Deliverable: Maintenance Operating Procedures

6.1.6. Subtask 6 – Quality Management Plan: The Contractor shall provide a Quality Control (QC) program that is designed to ensure the Contractor meets all of the requirements of the PWS. The QC program shall ensure Acceptable Quality Level’s for the equipment being maintained are met. The QC program will require routine management throughout the life of the PWS as equipment, workflows or other changes dictate.

Deliverable: Quality Management Plan

6.1.7. Subtask 7 - Quality Control Inspections, Corrections and Reporting: The Contractor management shall perform QC Inspections that will detect, prevent, correct, and report all areas not conforming to the QC program. Non-conformances shall include actual and potential defects in workmanship and procedures that could result in unsatisfactory in the performance of equipment.

6.1.8. Subtask 8 - Contingency Management: The Contractor shall develop a plan detailing its responses to potential contingencies. Types of contingencies include, but are not limited to, acts of God such as earthquakes, pandemics and severe weather, or acts of domestic terrorism, all of which could have an impact on the Contractor performing the tasks outlined in this PWS. The COR will provide detailed plans so the Contractor is able to align their approach to that of the Government.

Deliverable: Contingency Plan

6.1.8.1 Deficiency Corrections: The Contractor shall correct deficiencies within 48 hours of recognizing the concern. Contractor management shall notify the COR within the 48 hours if any deficiency cannot be corrected within the established time frame because required parts are not available or of other circumstances beyond the Contractor’s control. Based on the circumstances experienced by the Contractor the COR will establish a time frame for the correction of the deficiency. The Contractor shall re-open the original job order, if applicable, and document the deficiency and the corrective action on the original job order.

Deliverable: QC Inspection and Deficiency Report

6.1.9. Subtask 9 - Configuration Management: The Government will retain configuration management authority over equipment hardware and systems integration. The Contractor shall support the day to day successful operation of all broadcast systems. Because of this day to day responsibility, contractor management shall provide input on equipment hardware and systems configuration and integration that better utilize legacy and future equipment and systems. Any proposed change to any configuration must be approved by the COR or designated Government representative and documented by the Contractor.

6.2. Task 2 –TECHNICAL SUPPORT: All work performed by Contractor personnel shall be accomplished in accordance with this PWS, using established manufacture procedures, instructions, and standards or local policies. The Contractor shall coordinate with equipment user’s for the purpose of scheduling equipment downtime to perform scheduled and unscheduled maintenance. During this period the Contractor shall complete all maintenance as well as operational checks and return equipment back to normal configuration prior to releasing equipment for use. The Contractor shall be particularly attentive to maintaining the integrity of warranties and guarantees. The contractor shall maintain all systems in a standard configuration as approved by the COR or designated representative and keep a record of equipment configuration for PMI and troubleshooting reference. The Contractor shall maintain the equipment in a serviceable, operating condition by performing systematic inspections, tests, checks and services to detect, prevent, or reduce equipment operational deterioration/failure in accordance with industry and local, established standards under this PWS. The Contractor shall not make any configuration changes without prior approval of the COR or designated representative. The Contractor shall immediately notify the COR, Chief Engineer or their representatives of any equipment malfunction, deficiency, unauthorized configuration changes that adversely impacts the broadcast mission, causes an off air situation or the potential of being an off air situation. IT based systems are required to host the latest OS, upgrades and patches to maintain data security.

Deliverable: Record of equipment configuration for PMI

6.2.1. Subtask 1 - DMA-R, AFN-BC: The Contractor shall provide all broadcast and broadcast networking labor, common tools, test equipment, including calibration, and transportation necessary to maintain AFN equipment and their support activities. Maintenance includes, but is not limited to, corrective, preventive, and depot level maintenance. The Contractor shall provide legacy and new system and equipment engineering support; support Government Project Engineers in evaluating and analyzing AFN systems and the DMA/AFN global network or parts thereof; install and integrate new or replacement equipment or systems; and provide recommendations on project installations to government personnel. The Contractor shall perform receiving inspections on new equipment, pre-engineering for installation of new systems or equipment as requested, and/or re-engineering, removal and re-installation of existing systems or equipment. As subject matter experts supporting the broadcast facility on a 24x7 basis, the Contractor shall perform essential operational tasks necessary to maintain continued on-air operations.

Deliverable: Inspection Reports

6.2.2. Subtask 2 - MSO, DMA-R: The Contractor shall maintain the security video surveillance and egress systems, which are currently comprised of a combination of 90 Analog and Video over IP cameras, camera control and archive. The system also includes an access control system made up of approximately 90 egress portals and associated control hardware and software. The Contractor shall also maintain the telephone system, in-house cable television system and all audiovisual equipment and systems located throughout at the DMA-R facility. The Contractor shall provide legacy and new system and equipment engineering and installation support, install new or replacement equipment or systems; and provide recommendations on project installations to government personnel.

6.2.3. Subtask 3 - DVIRC, DMA-R: The Contractor shall perform technical support of the DVIRC mission on an 8-hour normal workday (40-hour per week basis). The Contractor shall provide all labor, common tools, test equipment, including calibration, and transportation necessary to maintain the DVIRC equipment and their support activities. Maintenance includes, but is not limited to, corrective, preventive, and depot level maintenance. The Contractor shall provide legacy and new system and equipment engineering and installation support, install new or replacement equipment or systems; and provide recommendations on project installations to government personnel. The Contractor shall perform all maintenance, installation, repair, and general support for all new AV systems and equipment purchased by the Government or by the Contractor. The Contractor shall perform receiving inspections on new equipment, pre-engineering for installation of new systems or equipment, and/or re-engineering, removal and re-installation of existing systems or equipment.

6.2.4. Subtask 4 –HQ-DMA (Maryland): The Contractor shall provide technical support to the HQ- DMA operations at Ft Meade, MD on a 15-hour per day schedule from 5:00 A.M. to 8:00 P.M.

Monday through Friday. HQ-DMA operations consists of four television studios, four production control rooms each with an integral audio control room, 32 television editing suites which double as graphics editing suites, two television finishing editing suites, three television master control rooms, one network operations room, one content management suite (includes duplication and asset management systems), one satellite antenna facility with multiple uplink and downlink antenna systems, one 20- person training suite, four audio voice-over booths, three audio design suites, two television production uplink vehicles, three portable television production uplink systems and approximately 200 desktop editing/graphic workstations, six AV conference rooms and one server room consisting of back room equipment for all major systems. This also includes the Pentagon Press Briefing Room with two server rooms consisting of back room equipment for all major systems, one “Mini-Pop” consisting of fiber connections, one briefing room containing 3 studio cameras with robotics, one “small studio” used for one on one interviews, and several fiber hook-up points throughout the reservation for various events.

6.2.5. Subtask 5 – NETWORK SUPPORT: The Contractor shall provide network administration, configuration, maintenance, installation, integration, design recommendations and workflow support for the Broadcast Networks and associated hardware and software located at DMA Riverside and DMA HQ. Network systems may include Firewalls, Routers and Switches; Servers, Workstations, Storage and Virtual Environments; and file based delivery, production, streaming video and audio systems.

6.2.6. Subtask 6 – IMAGE SERVER AND DATA BACK-UP: The Contractor shall maintain an image server with the latest computer and server images for purposes of recovery from computer/server failures and crashes. The image shall be updated when any changes to configuration or OS is accomplished and the last three computer/server images shall be maintained. Critical system’s data files shall be backed-up on a weekly basis. Non-critical systems and configuration files will be backed up on a monthly basis. A second copy of certain images shall be maintained at a location to be determined after contract award.

Deliverables: Recovery images

Backed up configuration files and data files

6.2.7. Subtask 7 – JOB CONTROL SYSTEM: The Contractor shall maintain a Job Control System (VimBiz) furnished by the government. The Job Control System provides specific information on current scheduled or unscheduled equipment maintenance actions. The Job Control System shall include, but is not limited to: equipment status, calibration cycles, and specific corrective actions, usage of stocked repair parts and spares, and accounting of repair parts purchased by the government.

The Contractor shall monitor job status to ensure timely repair of assets and for system derogation, which may impact mission requirements caused by job actions.

6.2.7.1 DAILY MAINTENANCE ACTION REPORTS: At the end of each shift, the contractor shall create a report detailing, at minimum, the date/time of call, initiator, system or area affected, symptom, fix action and status. The contractor shall provide the COR, Government Engineering and other key personnel an email copy of the prior day’s reports before 08:00 Monday – Friday; all weekend reports shall be delivered on the following Monday before 08:00.

Deliverable: Daily Maintenance Action Report

6.2.7.2 INCOMPLETED PREVENTIVE MAINTENANCE REPORT: By the 5th of each month, the Contractor shall email a report to the COR detailing any preventative maintenance inspections that were not completed as scheduled within the previous period. The report will include, but not limited to, identification of the equipment, type of maintenance, scheduled date, job control number, reason why PMI was not completed and an estimated time of completion.

Deliverable: Incomplete Preventive Maintenance Inspection report

6.2.7.3. JOB CONTROL MEETINGS: The Contractor shall participate in weekly meetings to provide the Government with the status of installation and integration projects and maintenance efforts.

6.2.8. Subtask 8 – PREVENTIVE MAINTENANCE: The Contractor shall perform preventive maintenance for all equipment and systems. Upon receipt of new equipment, an operational check of these systems and equipment shall be accomplished and appropriate entries shall be made to the Maintenance Management Information System (MMIS) using the (VimBiz) database. New systems and equipment will be inspected, checked and entered into the MMIS (VimBiz) database within three working days after the Contractor receives the systems or equipment from the Government.

6.2.9. Subtask 9 – EQUIPMENT WARRANTIES: The Government maintains warranties and manufacturer support on some major systems. The Contractor shall provide existing warranty information. The Contractor shall troubleshoot these systems when necessary and identify the defective system component or software and interact with the warranty providers to obtain technical assistance or obtain warranty repair. The Contractor shall protect the interests of the Government by making repairs to keep the systems operational while working with the warranty provider. The Contractor shall prepare for shipment and ship all equipment under warranty to the applicable vendor or manufacturer.

6.2.10. Subtask 10 – CONTRACTOR MAINTAINED TECHNICAL AND SOFTWARE

LIBRARY: The Government will provide a library of equipment manufacturer operation and technical manuals, operating system’s software and application software to the Contractor. The library does not contain an operation and/or technical manual for every piece of equipment or model at DMA- HQ, DMA-Riverside, and DVIRC RECORDS CENTER. Using other direct cost funding, the Contractor shall purchase those operation and/or technical manuals for equipment operation and maintenance. In addition, the Contractor shall purchase replacement manuals for manuals showing signs of excess wear and tear. Manuals purchased by the Contractor shall be placed into the technical library and maintained accordingly. The Contractor shall maintain this library on-site. Manuals in digital format will be maintained on a shared drive accessible by all technical personnel.

6.2.11. Subtask 11 – OVERTIME: Overtime shall only be used in unique or unforeseeable circumstances, equipment failures, or emergency requirements. Requests for overtime shall be submitted in writing in advance of the day the overtime is to be performed. Approvals for using overtime shall ordinarily be proactive, but if justified by emergency circumstances, when in writing, approvals may be retroactive. Retroactive approval requests shall be submitted no later than the next business day. The Contracting Officer will review all Contractor’s requests for overtime and approve if deemed justified.

Deliverable: Overtime Request Forms

6.3. Task 3 – DRAWINGS: The Contractor shall provide audio visual CAD support to create new system drawings, maintain as-built installation drawings, system integration plans and facility configuration drawings. DMA-R and DMA-HQ requires continuous Drafting Support including Broadcast Information Technology systems drawings. The Contractor shall provide full time on site Draftsman drawing support (Monday thru Friday/8x5) at both the AFN-BC and DMA-HQ locations. The Contractor shall provide working copies of drawings to government personnel or their Contractors.

Deliverables: Drawing Tree Installation drawings System integration plans AV wiring drawings All drawings on a shared drive for government access

Hard copies of drawings

6.3.1. Subtask 1 – DRAWING SUBMITTAL PROCESS: Technicians shall have up to date and accurate drawings to perform their jobs. If the drawings are incomplete or inaccurate maintenance and troubleshooting becomes much more difficult to perform. The Contractor shall develop a drawing change and submission program to support system integration, changes, and removals. The Contractor shall develop the change program and submit their procedures to the COR for review and approval. Preliminary project drawings shall be complete NLT 30 working days after tasking. Final “As Built” drawings shall be submitted 10 working days after project completion. The Government will have final approving authority of all drawings.

Deliverables: Drawing Change Program procedures Preliminary project drawings

Final “As Built” drawings

6.3.2. Subtask 2: BROADCAST ENGINEERING DRAWINGS: Drawings maintained by the Contractor for broadcast equipment and system configuration shall incorporate a drawing tree for quick reference and identification of the more detailed drawings. The Contractor shall maintain a master set of drawings in Contractor’s technical work area to be used for the Contractor and Government’s instant access and updating. Drawings shall be updated NLT 10 working days after drawing revisions have been finalized. The master set of drawings shall have pen and ink changes to identify intermediate changes until a revision is issued. Digital copies of drawings shall be maintained on a shared drive that can be accessed by government engineering staff.

Deliverable: Broadcast Engineering Drawings

6.3.3. Subtask 3 – FACILITIES DRAWINGS: The Contractor shall provide facility drafting support to maintain as-built drawings of architectural, electrical distribution, plumbing, mechanical, and air conditioning and heating. The Contractor shall establish a drawing tree for quick reference and identification of the more detailed drawings. The Contractor will receive drawing changes from the Government’s facilities engineer through the COR to update as-built drawings. The Contractor shall maintain a master set of drawings in Contractor’s technical work area to be used for the Contractor’s instant access and updating. Digital copies of drawings shall be maintained on a shared drive that can be accessed by facilities staff. Drawings shall be updated with revisions as required. Final “As Built” drawings shall be submitted 10 working days after project completion. The final approving authority for all Facilities will be the Facilities manager or authorized representative.

Deliverable: Final As Built drawings

6.3.4. Subtask 4 – INFORMATION TECHNOLOGY DRAWINGS: The Contractor shall provide Information Technology (IT), drafting support to document local area networks, network segments, server location, and network segment identification. The Contractor shall establish a drawing tree for quick reference and identification and location of more detailed drawings. The Contractor shall maintain a master set of drawings in Contractor’s technical work area to be used for the Contractor’s instant access and updating. Digital copies of drawings shall be maintained on a shared drive that can be accessed by the Government’s IT staff. The Contractor will receive drawing inputs and changes from the IT staff through the COR. Final “As Built” drawings shall be submitted 10 working days after project completion. The final approving authority for all IT drawings will be the appropriate Government System Administrator or authorized representative.

Deliverable: Final As-Built drawings

6.4. Task 4 –TRAINING:

6.4.1 Subtask 1-OPERATOR TRAINING: The contractor shall provide operator training and equipment familiarization training to designated personnel on new and legacy equipment and

6.4.2 Subtask 2- CONTRACTOR STAFF TRAINING: The contractor shall ensure that an adequately trained technical staff is available at all times. The Contractor shall submit a Training Plan annually to the COR for review and approval. Training for Contractor personnel on new equipment purchased by the Government, or by the Contractor will be provided as approved by the COR.

Deliverable: Training plan

6.5. Task 5 – INVENTORY AND MATERIAL CONTROL: This task involves the control of equipment, maintenance supplies and materials necessary to fulfill the requirements and response times of this PWS.

Inventory items are included as an attachment.

6.5.1. Subtask 1 – SUPPLY ACCOUNTING SYSTEM: At each location, the Contractor shall establish and maintain an approved material control system and supply accounting process through the government provided management system (VimBiz) for full control, issue, receipt, ordering, and inventory of all supplies and materials used in conjunction with this PWS as it pertains to AFN-BC, MSO, DVIRC or DMA-HQ.

6.5.2. Subtask 2 – EQUIPMENT INVENTORY: The DMA Accountable Property Officer (APO) will provide to the COR and/or Government Property Administrator a list of GFP Hand Receipt items to be inventoried monthly. By the 25th of each month the Contractor shall return a signature copy of the monthly cyclic inventory to the COR and Property Administrator verifying that the inventory has been accomplished. The COR or Property Administrator will forward the signed GFP cyclic inventory to the DMA APO verifying that the inventory has been accomplished. The Contractor shall notify the government immediately if equipment can’t be located and a written report detailing known history of the equipment. In addition, the Contractor shall provide support for the Government or other hand receipt holders during their cyclic inventories. Typical support involves assisting with locations, identifying equipment or serial numbers.

Deliverables: Monthly Cyclic GFP Hand Receipt Inventory Equipment Inventory

6.5.2.1 Equipment Turn-In: The Contractor shall submit a request to the COR and Government Engineering identifying equipment that is excess or unserviceable and is no longer required to support the mission or the performance of the contract. The request shall list the nomenclature, model number, part number, date purchased, location and the value of each item and prepare equipment for disposal including removal of any media.

Deliverables: Equipment Disposal Requests

6.5.3. Subtask 3 – DEFENSE PROPERTY ACCOUNTING SYSTEM (DPAS) INTERFACE AND METADATA SHARING: DPAS is the Government’s official property accountability system and is maintained by Government personnel. The Contractor shall document, daily, all property changes in VimBiz for direct correlation with DPAS accountability records i.e. keeping the two databases in sync. These changes include, but are not limited to, items that have been added, deleted, moved from location, and shipped for repairs. The Contractor shall update the location of every bar-coded asset in the VimBiz database within 24 hours of that item being relocated.

Deliverables: Daily VimBiz Equipment Move Report

6.5.4. Subtask 4 – MINIMUM BENCH-STOCK: The Government will provide the Contractor with an accounting of the existing stock of spares; sub-assemblies and repair parts. The government provided VimBiz shall be used to track, control, and re-supply the inventory of spare equipment, sub-assemblies, and repair parts. This material is considered necessary to ensure uninterrupted operations of the mission.

6.5.5. Subtask 5 – MINIMUM BENCH STOCK LEVELS: The Contractor shall ensure that established minimum stock levels are on hand at each location at all times. As bench stock is used, the appropriate unit (AFN-BC, MSO, DIMOC, and DMA-HQ) other direct cost funds shall be charged for bench stock replenishment. The Contractor shall obtain written approval from the COR prior to changing any stock level of spares, sub-assemblies, and repair parts. Written approval may be in the form of e-mail from the COR. Sub-assemblies, including printed circuit boards, shall be repaired as soon as possible after they are found to be defective, but have a lower repair priority than mission equipment. Contractor shall provide quarterly report on bench stock consumption and status of parts awaiting repair.

Deliverables: Quarterly Report on Bench Stock Consumption and Status of Awaiting Repairs

6.6. Task 6 – FINANCIAL MANAGEMENT (PURCHASING): The Contractor shall operate and maintain a financial information system, which will assist the Government in tracking maintenance costs, preparing budgets, and maintaining Government financial records. Forty-five days after contract award the Contractor shall provide the proposed reporting system on tracking maintenance procurements.

6.6.1. Subtask 1 – FINANCIAL INFORMATION SPREADSHEETS: The Contractor shall maintain two separate financial information spreadsheets, one each for the DMA-R agencies and one for DMA-HQ, which provides data for monthly expenditures on parts, budgeting and cost accounting so as to support effective and economic planning, scheduling cost and technical performance. The monthly expenditure reports shall include at minimum: part number, item nomenclature, item cost, and end-item or job order application.

Deliverables: Financial Spreadsheets detailing Monthly Expenditures

6.6.2. Subtask 2 - SOURCING REQUIREMENTS: The Contractor shall secure two or more quotes for billable parts, software, services or equipment exceeding $1,000.00. All purchases for billable parts, software, services or equipment exceeding $2,000.00 shall be submitted to the COR for review and approval. Contractor shall retain all documentation obtained for each purchase. The Contractor shall not make billable purchases that exceed $5,000.00 unless authorized through the KO in writing.

Deliverable: Sourcing and Approvals

6.7. Task 7 – PHASE-IN/OUT: In order to have a timely and smooth transition between Contractors, the

Contractor shall submit a Phase-in Plan (PIP). The Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of the contract. All key personnel/key positions must be onboard at start of the period of performance. 50 percent of total staffing must be complete no later than two weeks after the start of the Period of Performance and 100 percent no later than 30 days after the start of the Period of Performance. The government will make facilities and equipment available to the Contractor during the period of phase-in operations for observation of incumbent contracted work prior to full contract performance. The phase-in period allows Contractor personnel to familiarize themselves with site equipment configuration and receive and exchange information to learn the standard procedures for performing the tasks described in this PWS, and conduct required inventories and inspections of GFE. The Contractor’s PIP should demonstrate the Contractor’s grasp of phase-in problems and present reasonable solutions and rationale to these problems. The technical details will be refined via a collaborative effort between the Contractor and the government after award, in accordance with the timeline specified in the phase-in plan.

Deliverable: Phase In Plan.

6.7.1. Subtask 1 – PHASE-IN PERIOD: The phase-in period shall not exceed 30 days. During this phase-in period, the Contractor shall have representation on-site for the purpose of orientation and briefing by the former Contractor. The Contractor shall ensure that a smooth transition occurs such that contract performance can commence at the end of the phase-in period without personnel or assistance from the out-going Contractor. All Contractor personnel assigned to this contract shall be present or available on or before expiration of the phase in period.

6.7.2. Subtask 2 – PHASE-IN TRAINING: During the phase-in period, the Contractor may expect assistance from Government personnel and out-going Contractor personnel with the installed equipment and training on the use of the following systems: Broadcast Automation System, Satellite Encoding and Distribution system, Radio Automation System, Cisco and Veramatrix conditional access system, Broadcast Content Ingest Systems, Broadcast Network (B-Net) and Government provided computer hardware, and email system.

6.7.3. Subtask 3 – PHASE-IN INVENTORY: The Contractor shall, jointly with the

Government and the out-going Contractor, inventory all equipment, systems, and sub-assemblies during the phase-in period. To ensure the smooth transition and accountability for all Government Furnished Property (GFP), the Government will secure custody of all GFP from the out-going Contractor upon completion of the inventory, and subsequently Hand Receipt all GFP to the incoming Contractor via signed Hand Receipt generated from the government’s Defense Property Accountability System (DPAS).

6.7.4. Subtask 4 – PHASE-OUT PERIOD: The contractor shall collaborate with the COR 120 days or sooner, prior to the end of the contract, to develop a transition-out plan IAW FAR 52.237-3. The Phase-out period shall not exceed 30 days. During the phase-out period, the out-going Contractor shall have representation on-site for the purpose of orientation and briefing for the incoming Contractor. The

Contractor shall ensure that a smooth transition occurs such that contract performance can commence at the end of the phase-out period without personnel or assistance from the out-going Contractor. All out-going Contractor personnel assigned to this contract shall be present or available during the phase out period.

6.7.5. Subtask 5 – PHASE-OUT INVENTORY: The Contractor shall, jointly with the Government and the outgoing Contractor, inventory all equipment, systems, and sub-assemblies during the phase-out period. To ensure the smooth transition and accountability for all Government Furnished Property (GFP), the Government will secure custody of all GFP from the out-going Contractor upon completion of the inventory, and subsequently Hand Receipt all GFP to the incoming Contractor via signed Hand Receipt generated from the government’s Defense Property Accountability System

(DPAS).

6.8. Task 8 – (OPTIONAL TASK) POTENTIAL RIVERSIDE FACILITY CLOSURE: The Contractor may be required to support the closure of DMA-R by performing any of the following: engineering, installation and integration support, decommissioning and removal of systems, preparing for the shipment of items, shipping, assist with the accountability of equipment and parts, preparing items for disposal or turn in, removal of cables, racks and hardware, and other related tasks.

6.9. Task 9-SURGE SUPPORT (OPTION): In accordance with The Government may require surge support during the base or any option period. Additional support may be required to increase performance of installation and integration services. This service would require surge support and potentially the acquisition of parts or equipment. Surge modifications will be within the scope of the contract and provide increased support for the defined task areas of this PWS. Surge support over the life of the contract will not exceed 15% of the contractor’s total proposed cost/price for the base and all option periods, excluding any six-month extension of services pursuant to FAR 52.217-8.

If the Government determines that an increased quantity of support is required for the task areas defined in the PWS, the Government reserves the right to exercise the Surge Option. The Contracting Officer will provide written notice to the Contractor at least 7 calendar days prior to any unilateral exercise of the Surge Option. In the event the Government does elect to exercise the Surge Option, surge support will be realigned under new or existing CLINs for the relevant task areas identified in the PWS, and an equal amount will be deducted from the Surge CLIN not-to-exceed amount. Surge support will be provided at the same labor rates proposed and found fair and reasonable at time of contract award for the applicable period of performance.

7. PERFORMANCE STANDARDS:

Performance Standard Acceptable Quality Level (AQL) Method of Surveillance

Task 1 - Contract Management

Performance occurs with no required re-work at least 95% of the time.

Periodic inspection of deliverable products and services.

Task 2 – Technical Support

Performance occurs with no required re-work at least 95% of the time. Problems that occur are minor and are resolved in a satisfactory manner.

Periodic inspection of shift reports, maintenance and installation efforts. 24x7x365 monitoring of AFN services.

Task 3 - Drawings

Performance occurs with no required re-work at least 95% of the time. Problems that occur are minor and are

Periodic inspection of drawings.

resolved in a satisfactory manner.

Task 4 - Training 100% of operators trained Periodic inspection of training reports/plan

Task 5 - Inventory and Material Control

Performance occurs with no required re-work at least 95% of the time. Discrepancies that occur are minor and are resolved in a satisfactory manner.

100% Inspection

Task 6 - Financial Management and Purchasing

Performance occurs with no required re-work at least 95% of the time. Problems that occur are minor and are resolved in a satisfactory manner.

Periodic inspection of deliverable products and services.

Task 7 – Phase In/Out

Performance occurs with no required re-work at least 95% of the time. Problems that occur are minor and are resolved in a satisfactory manner.

100% Inspection

Task 8 (Optional Task) – Facility Closure Support

Performance occurs with no required re-work at least 95% of the time. Problems that occur are minor and are resolved in a satisfactory manner.

Periodic inspection of deliverable products and services.

*Periodic Inspection: These services are monitored weekly, monthly, quarterly, semiannually, annually, depending on the systems or circumstances.

8. HISTORICAL WORKLOAD DATA:

The following historical data is provided to offerors to be used as a “guide” designed to assist in scoping the Government’s task requirements. This information is not intended to limit any offerors’ ability to submit alternative solutions to accomplish task requirements.

Historically, this work has been accomplished with the number of hours per role delineated below. These hours are being given as a reference only and the offeror is encouraged to propose what they determine is the optimal technical solution to accomplish task requirements.

8.1. DMA Headquarters, Fort Meade, Maryland

Labor Category Estimated Hours

Site Manager 2080 Network Administrator 6240

Senior Broadcast Engineer 2080 Broadcast Engineer 10400

Broadcast Technician 6240 CAD Operator III 2080

Supply Technician 2080

8.2 DMA Riverside, California

Labor Category Estimated Hours

Site Manager 2080 Operations Manager 2080 Network Administrator 4160

Senior Broadcast Engineer 12480 Broadcast Engineer 8320

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