Attachment 5-Statement of Work.pdf

SECTION C

STATEMENT OF WORK

Network Cabling Services and Support

C.1. Background:

The Office of the Chief Information Officer (OCIO) provides information technology solutions to all users in Immigration and Customs Enforcement (ICE). The Department of

Homeland Security (DHS) ICE-OCIO Engineering Division (ED) has a requirement for

Network Cabling and Support Services (NCSS). The objective of this requirement is to provide the government the capability and capacity to provide materials, services, support, warranty repair, identification, and performance of the activities required for more than 500 geographically dispersed ICE locations, sites, and facilities. The ICE environment is dynamic and regularly establishes new sites or expands existing offices.

Approximately 100 sites a year require cabling and cabling support services. Cabling services may be for a new site, upgrade of an existing site, or renovation of an existing site. Offices can range in size from a small branch office servicing as few as four or five users to an entire Headquarters office supporting several hundred users. Some Task

Order(s) (TO) may be very small efforts and some may be very large. All require extensive planning, solid analysis, effective management, coordination and the ability to meet the needs and schedules of DHS, ICE.

C.2. Scope

The purpose of this contract is to provide network cabling and infrastructure installation for DHS, ICE. The Government reserves the right to accomplish site survey tasks and/or installation tasks outside of this contractual vehicle if it is determined to be in the best interests of the Government.

The scope of this contract is to provide the Government all necessary management, supervision, materials, services, support, warranty repair, identification, and performance of the cabling activities required for approximately 500 geographically dispersed ICE locations, sites, and facilities. The Contractor shall support prospective ICE sites as the agency expands. The required tasks include site surveys, installation, testing, documentation, problem resolution and warranty repair of wireless, data, and voice communications cabling and related equipment.

All information and documentation developed by the Contractor under this contract shall be the property of the Federal Government and provided to ICE upon request and at the end of the contract.

The Contractor shall provide all personnel, equipment, tools, materials, and supplies

(except as may be expressly set forth in the resulting IDIQ contract/task order(s)) and otherwise do all things necessary for, or incidental to, providing the services and items for the resulting IDIQ contract and task order(s).

All work, site survey and/or installation shall comply with the U.S. Immigration and

Customs Enforcement, Structured Cable Plant Standard (SCPS), Version 6.4, dated

September 10, 2010 or current version, for all work provided to the Government. The

SCPS is provided as Attachment 3 and is an integral part of this contract and subsequent

TO(s).

The contractor shall be prepared to execute, even on short notice, the installation of cabling requirements in the specified time frame to ensure that no delay in the project schedule occurs.

The Contractor shall be able to perform and support all aspects associated with cabling and design requirements. This includes designing, implementing, testing, certification, universal cabling schematics for voice, wireless, and data systems in accordance with

(IAW) and consistent with this contract as written and the Statement of Work (SOW) as well as Attachment 1 – Special Contract Requirements. The Contractor shall be knowledgeable of all applicable Federal, state and local cabling regulations, fire codes, historic preservation regulations, and union requirements for each specific site.

All solutions and services shall meet DHS Enterprise Architecture policies, standards, and procedures. Specifically, the contractor shall comply with the following Homeland

Security Enterprise Architecture (HLS

EA) requirements:

* All developed solutions and requirements shall be compliant with the HLS EA.

* All IT hardware and/or software shall be compliant with the HLS

EA Technical Reference Model (TRM) Standards and products Profile.

* Description information for all data assets, information exchanges and data standards, whether adopted or developed, shall be submitted to the

Enterprise Data Management Office (EDMO) for review and insertion into the DHS Data

Reference Model and Enterprise Architecture Information Repository.

* In compliance with OMB mandates, all network hardware shall be

IPv6 compatible without modification, upgrade, or replacement.

The contractor shall be prepared and capable to respond to emergent/emergency TO(s) without degradation of service to any ongoing TO(s) in quality, performance, and schedule.

C.3 Program Management-Key Personnel

The Contractor shall provide their best practice solutions and continuous process improvement strategies as part of their performance which at times may include acquiring assets, equipment, tools, and resources which shall be at the expense of the Contractor.

C.3.1. Program Manager (PM) and Alternate Program Manager (APM)

The Contractor shall provide a single Program Manager (PM) to oversee the entire contract and any TO(s). The Contractor‟s program management process shall consist of, but is not limited to, management of Contractor resources, preparation and distribution of schedules, monitoring of Contractor activities, briefs to Government personnel of the status of contract activities, participating in meetings with the CO and COTR, and preparing and submitting deliverables.

The PM shall ensure that deliverables identified in paragraph C.4.1.2. for Site

Survey(s) and paragraph C.5.5. for Installation TO(s) are submitted as required in

Paragraph C.7.16-Deliverables of the SOW, ensuring all reports and deliverables are prepared and provided on time to meet the Government requirements, priorities, and objectives as identified within the TO(s). The PM shall provide overall program support. At a minimum, the Contractor shall provide an experienced dedicated person with demonstrated technical experience in preparing site survey plans consisting of cable plant As-Built drawings, computer room layouts, and rack elevation diagrams. The PM should be experienced in network, hardware and information systems operation support. The PM shall have several years of management experience.

The PM shall serve as the single POC for the CO and COTR, managing the overall contract and all TO(s), coordinating requirements, and maintaining communication with the Government. The PM shall perform complete oversight of contract/TO(s) performance, contractor staff, subcontractors, and Government

Furnished Property (GFP). The PM shall manage, assign, schedule, and support the Contractor‟s employees, subcontractors, consultants, and resources supporting this contract. Only the PM or a previously approved alternate shall act as signatory that attests to completion of all deliverables.

The Contractor shall identify the Alternate PM with qualifications identified in

Section C.3.1.2. to act in the absence of the PM.

The PM shall ensure the Contractor is operating consistently with the Government requirements by completing the following:

Coordinating requirements, objectives and priorities with the Government

Ensuring Contractor staff is appropriately identified

Ensuring activities are performed and accomplished on time, and are of an acceptable level of quality to meet Government requirements, objectives and priorities. Prioritizing requirements consistent with ICE guidance, ensuring requirements are fulfilled and deliverables are submitted in a timely manner.

Identifying critical path(s) for high priority projects.

Providing management, coordination, and administrative support to ensure the contract resources, which includes all the Contractor employees, subcontractors, consultants, and resources appropriately address the

Government requirements, priorities, and objectives.

Communicate TO progress to the CO, COTR, and/or the ICE project point of contact (POC).

Ensure that quality control and performance measures are appropriately implemented. Proactively monitor the contract performance, quality of service, and identify corrective actions to the COTR /CO. PM shall track and monitor until resolved all issues and risks identified by the Government.

The Contractor shall maintain historical information and shall provide the information to the Government as requested and at the end of the contract.

Coordinating, developing, tracking, modifying and ensuring reports and other communications capture the information required by the Government.

Attending required meetings which include participating in project related meetings. Other Contractor personnel may also be required to attend meetings and the Contractor shall be notified by the Government in advance of any additional required personnel. Being prepared to meet with the COTR on weekly and an ad hoc basis.

Appropriately addressing and following up on management, programmatic, and operational issues. Coordinating, developing, tracking, modifying and ensuring reports, graphs, and other communications capture the information required by the Government.

Ensuring that all submitted reports and invoices are timely and accurate and contain all required information and supporting documents. (See

Attachment 1, Special Contract Requirements, Section 8) Reports include

Ad Hoc reports, weekly travel report, monthly status report, and financial reports (See Attachment 1, Special Contract Requirements, 3-Reports).

Populating and maintaining a master action items list within SharePoint.

ICE utilizes Microsoft SharePoint as its primary collaboration software.

The Contractor shall use the SharePoint document workspace to share technical knowledge notes and references, gather routine information on projects, and provide updated documentation and project status.

Submit Other Direct Costs (ODC) Requests to the CO via the COTR for written approval. Monitor to ensure that approved ODC‟s do not exceed allowable amounts. Implementing approval and tracking procedures for the requests for authorization of travel and ODC‟s and for completed travel.

Ensuring effective interaction, coordination, and cooperation among the

Contractor‟s staff, to include subcontractors, are maintained at an effective professional level

Ensure all contract employees and sub-contractors adhere to the ICE security policies, directives and guidance.

When actual TO(s) are in progress, the PM/APM shall provide a written weekly status report to the CO/COTR that includes at a minimum, accomplishments, status of ongoing activities, issues, recommendations for problem resolution, and upcoming activities.

C.3.1.1. Program Manager Experience and Education Requirements

The Government desires the the Program Manager (PM) to have a minimum of 10 years experience specific to installation of cabling and cabling support services of which a minimum of five (5) years should be project management experience.

Project management experience should demonstrate of high risk, sensitive projects and management experience managing projects and staff of comparable scope to the effort assigned. This experience may have been acquired during the same period described above. The PM shall be a Registered Communications Distribution

Designer (RCDD).

C.3.1.2. Alternate Program Manager

The Government desires the Alternate PM (APM) tohave a minimum of five (5) years project management experience or similar experience at a position of authority or senior to midlevel responsibility specific to installation of cabling and cabling support services. Of which a minimum of three (3) years shall be project management experience, demonstrating project management support services with large number of resources, of high risk, sensitive projects and midlevel management experience managing projects and staff of comparable scope to the effort assigned. This experience may have been acquired during the same period described above.

C.3.2. Project Coordinator (combined coordinator and site planner)

The Project Coordinator serves as the onsite coordinator on all site surveys, installations and warranty repair requirements. The PC shall validate and be responsible for all deliverables to include all certification of all test results. The

Government desires the PC to have a minimum of (4) years experience in managing major cabling projects, installing, testing, and diagnosing problems, determining personnel resource requirements, tracking schedules and formulating budgets. The PC shall have experience with designing network topologies, fiber backbones, and network components, repairing voice and data cabling and demonstrated extensive knowledge of all types of other cabling, wiring, connections, and related equipment. The PC shall have experience with designing the layout of the equipment racks in computer rooms and remote wire closets and in developing site planning documents and estimates.

NOTE: The PC and the PM and/or Alternate PM may be the same person if the proposed person meets all of the qualifications of both positions. One person may not be the PM, Alternate PM and PC. If one person holds two of the three positions, that person and both of those positions shall be considered to be Key

Personnel IAW paragraph 3.3.

C.3.3. Post-Award Conference and TO(s) Kick-Off / Periodic Progress Meetings

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR

Subpart 42.503. The initial post award conference shall be held within ten (10) calendar days after award. The purpose of this conference is to (1) achieve a clear and mutual understanding of all contract requirements, and (2) resolve potential problems. The CO, COTR, and any other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor‟s performance.

At these meetings the CO will apprise the Contractor and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to Government. An initial periodic progress meeting will be held three (3) months following award if TO(s) have been issued. The Contractor or

COTR may request a meeting, but meetings shall be convened by the CO IAW

FAR 42.501.

The Contractor shall submit a final Program Management Plan ten (10) days after contract award. The Government will review the Program Management Plan, and if necessary, provide comments to the Contractor. The Contractor shall submit a final revised Program Management Plan five (5) business days after receipt of

Government comments.

The Contractor shall be required to attend a meeting with Government personnel within five (5) days after each TO award. The Contractor shall discuss the

Government‟s processes, procedures, goals, objectives, and requirements of the

TO and the process by which the Contractor intends fulfill the TO.

The CO in conjunction with the COTR, shall establish the time, location and agenda for each meeting no later than (3) days in advance of the actual meeting.

It is anticipated the majority of these meetings will be telephone conferences and the Government will provide the dial-in telephone number and pass code information.

The Contractor shall arrange for the attendance of appropriate Contractor personnel to address project issues; Each TO(s) will state if a TO specific kick-off meeting is required.

C.4 SPECIFIC TASKS

Deliverables under individual TO‟s shall be submitted to the COTR and CO for acceptance.

C.4.1 SITE SURVEY

For each individual TO issued, site location is unique and it has its own risks, potential problems, and issues that shall be addressed. For each TO(s) issued for

CLIN XX01 – Site Survey, the scope of the effort to execute the cable installation will be identified and documented in the Site Survey Plan Package (CLIN XX02-

Site Survey Deliverables).

The Contractor shall respond and perform the Site Survey task to meet the

Government‟s requirement IAW this SOW and the TO SOW. In the event there is a conflict between the TO SOW and the contract SOW, the contract SOW will prevail.

The typical office area outlets contain one or more Category 6, eight-position modular jacks. In instances where the Contractor will be responsible for telephone cabling, the office area phone outlet may be an RJ-11 or an RJ-45 type modular jack, depending upon the particular telephone system to be installed.

The specific quantity of outlets will be identified by the COTR.

C.4.1.1 On-Site Survey Analysis Visit (CLIN XX01-Site Survey)

The Contractor shall submit a proposed time and date for arrival on site and estimated travel costs within 48 hours from the issue date of the TO via email to the CO and COTR. After an acceptable date to the Government is determined and mutual agreement obtained, a Notice to Proceed will be issued to the

Contractor to meet with the COTR on site to permit the Contractor to gather requirements and clarify priorities. The Government will schedule initial on site visits as far in advance as is possible and notify the Contractor of any schedule changes. The Contractor may be required to respond within 24 hours and be on site within 24 to 48 hours from notification of the Government requirement. The

Government will provide access to the space and any telephone/mechanical closets required to perform the Site Survey.

The Contractor shall perform an on-site survey to appropriately identify how performance of the Government‟s requirements as identified in the TO(s) will be accomplished and document this in the resultant Site Survey Plan Package (CLIN

XX02-Site Survey Deliverables). The on-site portion of the Site Survey may include but is not limited to; obtaining or providing floor plans, building related information, and identification of the number of existing and/or proposed wiring closets.

All planning is based on the results of the Contractor‟s site visit and actual inspection of the space(s) and/or buildings. Failure to obtain sufficient information at the initial site visit is the responsibility of the Contractor. If additional site visits are required, the additional site visits shall be at the expense of the Contractor and shall not be reimbursed by the Government. The Contractor may submit a request for reimbursement of additional site visits with supporting rationale for review and determination by the Government prior to the execution of any such additional site visit. Additional site visits, whether at the Government or Contractor‟s expense, shall be scheduled and executed at date(s) and times(s) as mutually agreed upon by the Government and the Contractor.

The building/space(s) will be surveyed with regard to historic designation, asbestos information, restrictions concerning system installation, loading dock facilities, delivery restrictions, hallway and door dimensions, freight elevator, cable paths, union/non union workers and restrictions, local building requirements, licenses, permits and fees and any other items or issues that impact on Installation. The Contractor shall survey the site to determine possible historic designation if not previously identified in the TO and to note the possible presence of asbestos. The Contractor shall note the impact of any issues, concerns or items in the Assumptions Document.

The Government will share with the Contractor all available pertinent information in a timely manner. The Government will include the Contractor in pertinent meetings and discussions regarding the specific project.

The Contractor shall identify the proper cabling, passive equipment (racks, patch panels), and infrastructure to meet the Government‟s requirements. Any active equipment or cabling will be identified if applicable or known by the Government in the individual TO(s). The Contractor shall note the existence and location of any suspected asbestos, active cabling and/or equipment. The Government will coordinate with the Environmental Protection Agency (EPA) for abatement of the asbestos prior to any installation impacted by the presence of asbestos.

Confirming the presence and/or remediation of asbestos will be addressed and completed by the Government outside the scope of this requirement.

C.4.1.2. Site Survey Plan Package (CLIN XX02-Site Survey Deliverables)

The Site Survey Plan Package will serve as the overall project plan for executing the cabling Installation. The plan will be provided to the sites and installers for guidance and execution. As with all deliverables, the final accepted Site Survey

Plan Package is the exclusive property of the Government. Execution of the Site

Survey Plan Package shall not ensure the Contractor will be issued a TO for installation.

The Contractor shall base all deliverables of the Site Survey Plan Package on the results and information obtained during the survey and actual inspection of the designated building and/or space(s). The Contractor shall plan to purchase ship and provide materials and supplies in the most economical manner feasible that will permit maintaining the required installation schedule. The Contractor is encouraged to utilize local suppliers as much as is possible without negatively impacting on price or schedule.

The Contractor‟s deliverables shall reference any and all applicable local, state and/or Federal laws, ordinances, codes, and regulations that affect the identified

TO(s) project. The Site Survey Plan Package is considered complete after the

Contractor has submitted all deliverables and the COTR/CO has provided written acceptance and approval.

Contractor shall provide the complete Site Survey Plan Package to the COTR within five (5) business days following the on site survey visit. The contents of a

Site Survey Plan Package are noted below:

Assumptions Document.

A completed summary including a detailed description of the work and what is required to successfully complete the project/installation from both a management and technical approach.

Detailed layouts of the Main Distribution Frame Room (MDF) and

Remote Wire Closets (RWC) Telephone Room Layouts.

Marked-up Floor Plans identifying cable termination types and points.

Cable plant CAD‟s converted to PDF and test results of existing cabling plant based on the individual TO(s).

Projected period of performance for the completion of the installation to include proposed cabling start up and end date.

Prepare a detailed bill of materials for the project with price for each item and lead times for delivery on-site.

Local building permits or license requirements.

Installation milestones with critical performance milestones identified.

Specific installation payment milestones shall be identified. No percentages may be used for the identified payment milestone schedule.

Not more than 75% of the total FFP shall be scheduled to be invoiced or paid for prior to completion and final acceptance by the Government.

Detailed FFP price proposal including the resources, labor, and bill of materials to complete Installation. The Contractor‟s Firm-Fixed price

(FFP) proposal for the installation shall be valid for no less than 180 days from the date of the Government‟s acceptance.

Identify work to be performed by prime contractor and all subcontractors.

Note: the prime contractor must perform at least 51% of the work if subcontractors are utilized. This 51% may not be strictly administrative in nature.

Location and configuration of patch panels after cabling is completed.

The Site Survey is considered complete after the Contractor has submitted all deliverables and the COTR/CO has provided written acceptance and approval.

The Government will make its best effort to accept or reject the site survey deliverables within five (5) business days of submittal. The Contractor shall make revisions and/or corrections identified by the COTR within three (3) business days of notification and submit the revised Site Survey Plan Package to the COTR and CO. A TO for Installation may be issued requiring the Contractor to start installation tasks immediately following the acceptance of the Site Survey

Plan Package or a TO may be issued at a future date. Changes requested by the

Government shall be codified by a modification to the TO(s). Only the CO may modify the contract and/or TO(s).

The Contractor shall include all prices in their project plan/proposal (as part of the

Site Survey Plan Package) and all items shall be broken out as indicated below:

Drop termination – Price for installing and termination of drops. Drops should be fixed price per drop regardless of the length of the run of cable required.

Bill of Materials – Price which shall be reimbursed by actual cost. Each item shall be identified by manufacturer, part number, quantity, handling fee, unit price and the extended price.

Travel (if applicable)– Itemized cost for actual travel, hotel, per-diem, and car rental if required for contractors to complete the work required.

Experience has shown that there are often minor changes in the number of drops once the installers are on site. These changes are the result of various factors, such as a Government determined need for a dual drop instead of a single drop. The Government will allow for a slight deviation from the accepted quantity, but not the item price of drops at an individual site. The

Contractor shall include in the FFP TO proposal a quantity for each item to allow for possible site deviations. The additional optional quantity shall be separately identified and 10% of the totals for each invoicing item.

However, no change to the original proposal quantities, i.e. no invoicing on the additional optional quantity, shall be made unless and until written (fax or email) approval is received from the CO. See Section 7.7, Other Direct

Costs (ODC), Travel, and/or Material for specific travel information.

C.4.1.2.1. Assumptions Document

The Contractor‟s PC shall prepare and provide to the Government an

Assumptions Document as a part of the Site Survey Plan Package, that describes the overall work effort and notes any problems or unique items that may impact the work.

The Assumptions Document shall separately identify all project assumptions which are identified, but not limited to, the following:

Date of the site survey.

Date of review meeting(s) if applicable.

Location(s) and address(es) of the work site(s).

Number of drops required at the site broken out by type.

Any changes, equipment, conduits or other items that would be required of the Government

Any special requirements required to permit installation to begin.

Scheduled cabling dates if known.

Lead time required for installation to begin.

Loading dock facilities-delivery restrictions.

Hallway/doorway/freight elevator dimensions.

Description of potential problems, issues, or impediments such as asbestos, historical buildings, lack of conduits, etc.

All aspects of the cabling project will be discussed, including but not limited to, cable routes, hardware requirements, scheduling requirements, installation logistics as well as any specific requirements or perceived problems for an individual site.

The Assumptions Document shall detail what has been assumed on the project, what is required to be in place in order for the project to be delivered, and finally what issues there might be which will negatively impact schedule or price. These may be listed as project assumptions, project dependencies and project constraints.

Project constraints are items/issues that negatively impact the schedules and price.

The contractor shall clearly and specifically identify clearly and specifically all applicable city, county, and state licensing, codes, and permits required for installation at a specific site in such a manner as to permit verification by the

Government.

The Assumptions Document shall identify all special requirements to permit installation, local licenses, and codes. Project dependencies may include, but is not limited to, deliverables from other programs, local licenses, permits, codes and collective bargaining agreements and/or building owners preferred/required vendor be deliverables from other projects and programs which the project needs in order to start. It is vital that the Contractor researches these thoroughly and then lists them in the Assumptions Document.

C.5. Installation

The CO may issue a TO(s) for Installation. All TO(s) for Installation shall include the

Site Survey Plan Package unless identified otherwise in the TO. If a TO is to be issued with a start date that is after the 180 day validity period, the CO will request confirmation of the FFP installation price prior to issuing a TO. The Contractor shall review the price proposal and provide either written confirmation of the original FFP price proposal or may submit a revised price proposal within five (5) business days from the date of the

CO‟s request for review.

If a TO is issued for Installation, a copy of the Site Survey Plan Package shall be available at all times at the site. If the Contractor did not perform the site survey a copy of the Site Survey Plan Package will be provided with the TO. The PM shall monitor the tasks from start to finish and is responsible for making sure the milestones and deliverables are met. The Contractor will maintain a task schedule and participate in weekly progress meetings. The Government reserves the right to obtain Installation by means of this contract or by other means that is in the best interest of the Government.

The Contractor shall review the task schedule to identify status of any scheduled tasks and explain any deviations from the baseline schedule at the weekly progress meetings and in writing. The Contractor shall identify any scheduling timelines, required resources, date cabling begins, date cabling is completed, dates of required testing, planned and actual travel, current project risks and risk mitigation plans and activities and communicate with the COTR in a timely manner via email, phone calls, and written confirmation. Schedule issues, such as failure to meet required time frames, shall be brought to the immediate attention, in writing, to the CO and COTR/Alternate COTR

(COTR). Other minor day-to-day operating problems, or perceived potential problems, must be brought to the immediate attention of the CO and COTR. „Timely manner‟ is defined as one (1) hour if schedule is going to be negatively impacted. „Timely manner‟ is defined as no more than 30 minutes if it presents a danger to safety, life, or health and shall be identified in the weekly report. If it is not resolved, it shall be specified in the weekly report as to when and how it will be resolved.

The Contractor shall submit TO status to the COTR and CO on all active TO‟s weekly action items. The Contractor shall identify planned accomplishments for the next reporting period and identify issues requiring resolution.

In some instances a site survey will not be performed. When a separate site survey is not ordered, the Government will issue a TORFP with specifications and the contractor shall provide their technical and management approach along with their proposal to the CO and COTR. After negotiations are complete and a TO is issued, the Contractor shall begin work as identified in the individual TO(s). The Contractor shall deliver final as-built drawings (As-Built Drawings include site drawing, drop list, and Fluke Network report) to the COTR or ACOTR before submitting their invoice to the Government.

C.5.1. Pre-Installation:

The Government will provide access to areas required so that required cabling can be completed. The Government will identify an escalation path for anticipated issues that may arise during the specific cabling project.

The Contractor shall bring a complete set of the approved Site Survey Plan

Package and provide to the ICE Project POC at the work site location or facility.

This is in addition to any set of working copies the Contractor may need to perform Installation. The Contractor shall have all appropriate permits and licenses to perform work or projects associated with this contract prior to beginning work. Permits and licenses shall be visibly displayed according to the applicable requirements. One (1) copy of these documents shall be submitted to the ICE Project POC at the work site, location, or facility and one copy to the

COTR prior to beginning work. The Contractor shall ensure that all applicable

Federal, state and local fire codes, and all applicable Occupational Safety and

Health Administration (OSHA) regulations and requirements are adhered to in performance of services.

The Contractor shall coordinate all work with the appropriate building management officials and obtain any required written approval before commencing work. This coordination shall be done with the COTR‟s involvement and approval. The PM shall coordinate all scheduling for the cabling project with the COTR. In most instances, the cabling project TO will be issued to the Contractor no less than 2 weeks prior to the start date of the cabling project.

On occasion, with emergencies, the Contractor may be required to respond within

24 hours

The Contractor shall ensure materials and /or equipment deliveries do not negatively impact on the schedule. The Contractor is responsible to arrange for receipt, storage and security of any materials or equipment. Storage may or may not be available at the individual site locations and will be identified in the individual TO(s). Coordination with the on site PM and COTR is required.

Staging area may be provided based on individual TO(s) circumstances.

C.5.2. Install Specific Tasks

The Contractor shall provide complete, compliant cable installation IAW the

SCPC, the Site Survey Plan Package, BICSI Distributions Methods Manual, this

SOW, and best business practices, which shall include but is not limited to the tasks noted below:

The Contractor shall install, terminate and test all cable runs and terminations required to meet the Government‟s scheduled completion date, based on the TO.

The Contractor shall install only new, first quality, Underwriters

Laboratories (UL) listed and verified cable jacks and associated equipment.

The Contractor shall guarantee that cables share common pathways and be neatly, but not tightly tie wrapped. Contractor will ensure that cabling is attached to the under-floor deck or building super structure and does not lie on suspended ceilings.

Contractor shall meet cable clearance requirements identified in

ANSI/ESI/TIA-568 and ANSI/NFPA 70, to include minimizing electromagnetic interference (EMI) in all horizontal cabling and maintaining a four (4) foot clearance from large motors or transformers, a one (1) foot clearance from electrical distribution and a minimum of five

(5) inch clearance from fluorescent lighting.

Horizontal distribution cable pathways shall cross perpendicular to fluorescent lighting or electrical distribution.

The Contractor shall terminate data and voice in separate boxes when dictated in advance by the Government unless specified by individual

TO(s).

The Contractor shall be responsible for wiring support systems, extraction and disposal of existing wiring as specified in the individual TO(s).

The Contractor shall connect the MDF to the RWC with point to point wiring. Fiber is standard for connections between the MDF and RWC‟s and shall be used by the Contractor unless otherwise specified in the individual TO(s). The Contractor shall use only Fiber Distributed Data

Interface (FDDI) grade plenum rated fiber optic cable. The Contractor shall not splice fiber cable. The Contractor shall install and test fiber as to meet or exceed all Building Industry Consulting Service International

(BICSI) Methods and Standards.

The Contractor shall ensure that all cabling originating in the MDF or

RWC remains inside ICE space or inside a sealed conduit when in non-

ICE controlled space.

The Contractor shall install and terminate all cable, connectors, and patch cords and patch panels meeting all acceptance criteria in the SCPS.

The Contractor shall install single or dual, flush mount or surface mount data outlets as specified in the individual TO(s). Contractor may use pre-existing conduit where available as specified in the individual TO(s). The

Contractor is responsible to access interior walls for the installation of outlets. The Contractor may install surface mount outlets where penetration of the wall is impossible or impractical. The Contractor shall provide metallic or high impact PVC molding for standard data outlet locations when surface mount outlets as specified in the individual TO(s).

The Contractor shall use existing cable trays or under floor duct systems for horizontal wiring as specified in the individual TO(s).

All cable installed by the Contractor shall be plenum rated and meet

National Electrical Code (NEC) Requirements for low flame and low smoke.

The Contractor shall use existing or new under-floor duct systems as specified in the individual TO(s).

The Contractor shall deliver final As-Built drawings to the COTR or

ACOTR before submitting their invoice to the Government. An “As-

Built” drawing contains, but is not limited to the following: site drawing, drop list, and Fluke Network report. The drop list shall include, but is not limited to, the following: full site address, requisition number (provided by the Government), IT Service Request Number (provided by the

Government), per drop information (floor number, room number, drop ID, closet terminated in), test results for each room (date of initial testing, results of initial testing, discrepancies/failures and/or issues identified, date of mitigation if any, date of re-test, results of re-test), and a summary page identifying all of the rooms and a total number of each drop type(s).

The drop list shall be submitted in Xcel format.

C.5.3. Testing and Diagnosis

The Contractor shall test cable networks for integrity, interference, static, and verify performance and usability. All installed cable plants, to include all pairs of each cable, connectors, and patch cords and patch panels, must be tested and certified to meet required performance specifications. The Contractor shall make determinations of material or service problems and implement resolutions within the scope of the order. The tests shall comply with TIA/EIA standards 568-B.1, B.2-1, B.3, 569-A and all addenda shall be adhered to during installation activities. Methodologies outlined in the latest edition of the BICSI Distributions

Methods Manual shall be used during installation activities. The Contractor shall provide a summary test sheet, which includes a signed statement that all jacks were tested and met or exceeded industry standards and were performing properly. Test results shall be submitted to and accepted by the COTR prior to invoicing IAW Section C.3.

C.5.4. Final Walk-Through

The cable plant will be considered successfully installed when testing reveals that network connectivity has been successfully achieved and when published test results have been provided to, and work accepted by the COTR and and/or

ACOTR.

The onsite Government technical representative will conduct a final walk through with cable personnel to verify that all drops have been installed and successfully tested and shall sign the „Ready for Use Letter‟ to be provided by the COTR. The

Ready-for-Use letter shall include final quantities of each line item installed. One copy of the Ready for Use Letter shall be provided to the onsite POC and COTR.

The Ready for Use Letter is not any type of certification, nor is it a substitute for a properly executed test document or final acceptance letter in any way.

C.5.5. Installation Deliverables

C.5.5.1 Documentation

Upon completion of the cable plant Installation the contractor shall provide a

Documentation Package within 5 calendar days to the CO, COTR, and ACOTR.

All documents included in the Documentation Package shall be submitted electronically as indicated in Figure 1: Installation Deliverables. The „Ready for

Use Letter‟ will be submitted both electronically and in hard copy. The original

„Ready for Use Letter‟ shall be submitted by FedEx to the Government. The documentation package shall include the following:

Figure 1-Installation Deliverables

Cable Installation Report to include a summary of the work/hours/issues raised during weekly reports/mitigation

Electronic Format

Letters of Certification Microsoft Word 2007 or higher

Bill of Materials Microsoft Word 2007 or higher

Cable Plant Database/Cut Sheet Microsoft Word 2007 or higher

Manufacturer Warranty Documentation for

Materials

Microsoft Word 2007 or higher

As-Built Site Drawings (As-Built

Drawings contain, but are not limited to, the following: site drawing, drop list, and

Fluke Network report.

Autodesk AutoCAD Version 2004 or higher converted to PDF version 9 or higher

Cable Plant Test Results Fluke Networks Linkware 2.3 or equivalent

PDF Cable Installation Report and Test

Results

Adobe Acrobat 9.0 or higher

Ready for Use Letter-hard copy via FedEx .pdf and hard copy via FedEx

The CO and/or COTR will accept or reject deliverables. All deliverables are subject to the COTR review and recommendation. The deliverable is not considered accepted until the COTR approval is provided accepting the work. If a deliverable is rejected, the Contractor shall make corrections as specified and resubmit the deliverable for review and approval to the COTR within three (3) business days to the CO/COTR. The Government will make every effort to review all deliverables within five (5) business days of receipt unless otherwise specified.

All documents submitted by the Contractor shall be given to the COTR with a

Ready for Use Letter for his/her approval and or signature within (5) working days of the completion of the TO(s). The COTR/ACOTR will verify the quantities, including any authorized changes, with the Contractor‟s PM in charge of the site, and will confirm acceptance by countersigning the Ready-for-Use

Letter is signed by the Contractor and then countersigned by the COTR. The

COTR will then provide a copy of the Ready-for-Use-Letter to the CO.

Acceptance of completed cabling work by COTR/ACOTR shall be when the

Government is in receipt of all deliverables, the COTR has reviewed and approved the cabling work and cabling test results are provided.

C.5.6. Material Warranty

Warranty for materials shall be IAW the manufacturer‟s warranty and all warranty documentation shall be included in the Documents Package.

C.5.7. Labor Warranty

The Contractor shall warrant and imply that all items delivered here under this contract are merchantable and fit for use for the particular purpose described in this contract and subsequent TO(s).

Labor shall be guaranteed for one (1) year from the finalized „Ready for Use

Letter‟. Signatures from both the Government COTR and Contractor PM are required for the „Ready for Use Letter‟ to be considered finalized. All instances of defective workmanship, materials or deficiencies will be corrected by the

Contractor at no additional cost to the Government. The Contractor shall not charge the Government travel to correct deficiencies in labor.

C.6. Optional Contract Line Items (CLIN)

The critical nature of the work performed under this contract, and its impact on the ICE mission may result in limited request(s) for support for other technical categories, and/or additional levels of effort. The purpose of this section is to address those requirements.

These additional requirements may include, but are not limited to, the following:

Additional cabling requirements and materials not identified at the Site Survey; site testing and certification of existing cable plan; local cabling for less than 25 drops;

OCONUS kits; vertical and horizontal circuit extension from the demarcation point with termination.

It is important to note that a TO for these optional services/tasks may or may not be issued. Details required for any of the following Optional Services/Tasks will be contained in the individual TO(s), if issued. TO(s) may be IAW Section C.7.6, Ordering Types and Pricing.

C.6.1. Optional Contract Line Items (CLIN) are as follows:

CLIN XX05-Option Labor Categories: Tasks may include, but are not limited to, Cable/Underwater/Technology Refresh (FP LH).

CLIN XX06-Option Material Costs: Material costs associated with optional tasks. Optional tasks may include, but are not limited to, Cable/Underwater/Technology Refresh (FFP).

CLIN XX07-OCONUS Shipping: Shipping costs for OCONUS kits. This CLIN is will only be included in the Region four (4) IDIQ contract (T&M).

The requirements may include video, wireless and data communication supplies and services to include CAT-6 cable, fiber cable, connectors, outlet boxes, wall plates, conduits, panduit, inner duct, patch panels, and uninterruptable power supplies. Based upon changes in technology, the Contractor may be required to replace, add, or delete items that are used for cabling jobs. The Contractor shall provide appropriate personnel trained in the newer technologies.

C.7. General Information

C.7.1. Period of Performance:

The Period of Performance for the Indefinite Delivery Indefinite Quantity(IDIQ)

Contract consists of a one (1) year base period with four (4) one-year (1) option periods.

C.7.2. Operational Hours:

The Contractor may anticipate working during normal business hours which are from 7:00 a.m. to 6:00 p.m. local time, Monday-Friday. Each individual TO(s) will identify the working hours for that TO. It may be necessary for the Contractor to work after working hours and/or weekends and/ or federal holidays, which will be identified in the individual TO(s).

C.7.3. Federal Holiday Information

The Contractor shall adhere to its company‟s holiday policy. Listed below are recognized Government holidays:

New Year‟s Day Labor Day

Martin Luther King Jr. Birthday Columbus Day

President‟s Day Veteran‟s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

C.7.4. Contractor Personnel Identification

The Contractor and their personnel shall dress in a professional manner when performing work on this contract and shall maintain a professional demeanor.

Contractor personnel shall at all times clearly identify themselves, in person, on the telephone, and via email (to include signature blocks) as contractors IAW

FAR 37.114(c) which states the following; “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 in the minds of members of the public or Congress that they are Government officials, unless, in the judgment of the agency, no harm can come from failing to identify themselves. They will also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.”

C.7.5. Communication

The Contractor shall maintain and share written correspondence or other documentation to support or address technical decisions or discussions with the

Government. At a minimum, the CO and COTR shall be copied on all written correspondence. The Contractor shall not send written correspondence outside of the ICE/OCIO Branch and the CO/COTR without prior written approval of the

CO. Use of ICE logos, insignias, or Government insignia without the prior written approval of the CO is not authorized.

C.7.6. Order Types and Pricing:

The Government reserves the right to select the applicable TO(s) type for individual TO and may consider the following: Fixed-Price , Time-and-Materials

(T&M) and/or Labor Hour (LH).

All TO(s) awarded pursuant to this contract, whether awarded on a FP or other contract type basis, will be priced in accordance with the pricing set forth in CLIN‟s including optional CLINs.

C.7.8. Other Direct Costs (ODC), Travel, and/or Material

General Travel Guidelines

The Contractor shall clearly document in the trip report the purpose of the travel, estimated cost, locations, travel dates, Government requester, TO number, the

ODC approval number, and any other justifications or supportive documentation required by the COTR.

The Contractor shall ensure all appropriate prior written approvals are obtained before any travel is scheduled or performed. The Contractor shall ensure a copy of the approved request is provided to the COTR, as applicable, by the end of the next business day. If per diem is required it must be included in the prior approval request and cost estimate.

The Contractor shall ensure all traveling staff is provided a copy of the approved request to carry with them.

The Contractor shall notify the COTR in writing or email for prior approval when the actual cost is projected to exceed the approved estimated cost prior to incurring the cost and prior to invoicing the Government for the additional cost.

Types of Travel (ODC):

ODC-Travel -CONUS - CONUS Travel is considered as travel within the continental 48 states which includes Washington D.C, Alaska, Hawaii, Puerto

Rico. OCONUS Travel is considered as travel outside the continental 48 States.

All CONUS and OCONUS Travel requires prior approval from the COTR prior to any travel or travel arrangement be made or costs incurred. The Contractor shall ensure all staff performing OCONUS travel has the required traveling documentation to include passport, shot records, approved travel request, emergency contact, etc.

Other Direct Costs-Travel

The Contractor shall travel as required during the performance of this contract.

All travel requires prior approval by the COTR IAW the guidance noted in

Section C.3.1. Travel expenses shall be reimbursed consistent with FAR 31.205-

46, the substantive provisions of the Federal Travel Regulation (FTR) and the limitation…