Section C-5.I_Audio-Visual-IT_LCS08R0001.DOC

Federal Law Enforcement Training Center Charleston SC

HSFLCS08R0001

SECTION C-5.I – AUDIO VISUAL / IT MANAGEMENT

TABLE OF CONTENTS

No.

Title

Page No.

C-5.I.1

GENERAL REQUIREMENTS

C-5.I-1

C-5.I.2

CONTRACTOR FURNISHED ITEMS

C-5.I-1 C-5.I.3

MANAGEMENT

C-5.I-1 C-5.I.4

PERFORMANCE REQUIREMENTS

C-5.I-2

(a) Audio Visual

(b) IT Management

(c) Computer Labs

(d) Data Entry Operator / Education Aide Services All provisions under this Sub-section (unless identified below) are Firm Fixed Price and shall be priced accordingly.

C-5.I.1

GENERAL REQUIREMENTS

In support of the staff, students and training programs at the FLETC Complex, the Contractor shall efficiently provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide Audio Visual, Computer Lab, and Information Technology (IT) management support services in accordance with this performance specification. As new programs develop, new requirements may be added by contract modification.

C-5.1.2

CONTRACTOR FURNISHED ITEMS

Except for Government-Furnished Property (GFP), the Contractor shall furnish all personnel, supervision, management, equipment, materials, transportation and supplies required to plan, schedule, coordinate and assure effective performance of all required services necessary to provide these support services for the FLETC Complex.

C-5.I.3

MANAGEMENT

(a) The Contractor shall manage the total work effort associated with the support services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide a qualified and adequate staff of personnel with the necessary management expertise and specialized qualifications cited in Section H to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

(b) Standards of Conduct. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and for taking such disciplinary action against his/her employees as may be necessary. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the FLETC Complex and the Federal Government. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct. The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.

C-5.I.4

PERFORMANCE REQUIREMENTS

The Contractor shall provide a qualified and adequate staff of fully trained personnel to assure the performance of the work requirements outlined below:

(a) Audio Visual. The Contractor shall between the hours of 7:00 a.m. and 5:00 p.m.:

(1) Inspect, test, maintain, and provide minor repair of Government provided audio visual equipment, to include but not limited to, LCD projectors, public address systems, VCRs, DVD Players, Overhead Projectors, all cameras, and televisions (Section J, Attachment C-4).

(2) Operate, visually examine and monitor equipment to determine cause of malfunctioning.

(3) Test exciter lamps, projector lamps, fuses, sound drum, and power circuit.

(4) Replace projection lamps, clean VCR heads, clean lenses, replace defective power cords and accessories; tighten mountings; clean external surfaces of optical components; and lubricate equipment and clean heads on all recording devices according to pertinent maintenance manual.

(5) Ensure all equipment has a FLETC property bar code label and all identification numbers are annotated to assist in tracking equipment location.

(6) Schedule monthly preventive maintenance on all audio/visual equipment and provide copy of schedule to the COTR.

(7) The Contractor shall maintain a history file of each piece of Government furnished equipment. Each file shall contain equipment identification and documentation of all work (preventive maintenance, repairs, etc.) affecting the item. The Government will have access to and may periodically review these files. All files shall be turned over to the Contracting Officer within ten (10) days of contract completion.

(8) Inventory all audio visual equipment within the last three (3) work days of each quarter and provide report to the COTR/Contracting Officer by the fifth work day of the following month. Assist the COTR in the annual property inventory report.

(9) Monitor equipment to ensure that it is in operating order and report (within twenty-four hours) inoperative video equipment to the COTR. Repair or coordinate repair of inoperative equipment within three days. Rotate equipment, as necessary.

(10) Advise those planning audio visual programs on technical problems, such as acoustics, lighting, and program content.

(11) Initiate the requisitioning of equipment and forward appropriate paperwork through the COTR.

(12) Receive, catalog, label, and store training videos, DVDs, media, etc.

(13) Issue and re-shelve returned videos, DVDs, media, etc.

(14) Inventory and update the FLETC Training Films List and forward to the COTR, quarterly.

(15) Identify tapes in need of replacement and forwards a listing to the COTR, monthly.

(16) Receive, catalog, store and check in/out technical manuals.

(17) Audio Visual Classroom(s) Support. Ensure that classrooms are equipped with the necessary audio-visual or communications equipment (i.e., TV monitors, VCRs, Overhead Projectors, etc.) based on daily review of class schedules. Issue assigned audio visual equipment, communications equipment and training aids to instructors and students, as appropriate.

(b) IT Management. The Contractor shall provide:

· Basic PC and associated computer equipment troubleshooting of both software and hardware.

· Managing instructor and student access accounts.

· Provide assistance (software and hardware) to instructors or students as necessary. (This does not include constant supervision during classes as provided at the Computer Lab.)

· Assure printers have government supplied toner and paper ready for use before a class and properly shutdown at equipment at end of class day.

· Work with local IT staff to replace equipment, hardware components, install software, reimage PCs as required, and other general support necessary to maintain classroom PCs and associated computer equipment in working condition.

· IT equipment is located in the following areas:

· 48 PCs Classroom 251 of Bldg 61.

· 30 PCs Classroom 183 of Bldg 61.

· Instructor PCs (not to exceed 25) are located in Buildings 28, 61, 304, 336 and 644.

(c) Computer Lab. The Contractor shall, between the hours of 11:00 a.m. to 1:00 p.m. and 4:30 p.m. to 9:30 p.m. Monday through Friday, 10:00 a.m. to 6:00 p.m. Saturday, and 1:00 p.m. to 6:00 p.m. on Sundays and Holidays, provide supervision of the Computer Lab. This supervision requires a working knowledge of basic word processing and spreadsheet programs, word processing hardware, and operating software, and personal computer spreadsheet programs in order to provide operating assistance (software and hardware) to students and troubleshoot 90 workstations and 8 printers.

(1) Maintain the copier located in Computer Lab room. Replace toner and paper as needed.

(2) At closing, the Contractor shall troubleshoot and properly shut down the computers and printers.

(3) A daily report, noting unusual occurrences, equipment or software problems and findings, number of students utilizing the lab (per hour), etc. shall be submitted to the COTR/Contracting Officer not later than 9:00 a.m. Tuesday through Friday for the previous day’s activities. Reports for Friday, Saturday and Sunday shall be delivered by 9:00 a.m. Monday.

(d) Equipment Inventory

(1) The Contractor shall provide furnish all labor, supervision, equipment and materials necessary to maintain an accurate inventory of audio visual, computer lab, and equipment for which the Contractor is responsible. This inventory shall include items in stock, items for which a “Missing Items Invoice” has been issued, items removed from stock on a “Survey Report,” items sent off-site for any reason (e.g., cleaning or repair), and items held in storage to replenish inventory. The inventory system shall be computerized with a manual back-up system and the Contractor is responsible for providing the hardware, software, and personnel training for the system.

(2) Shrinkage. The Contractor shall maintain proper control over Government property and is responsible for ensuring that quarterly inventory shrinkage levels do not exceed. 0.1% of the total inventory cost.

(3) Inventory Reports. The Contractor shall provide the COTR/Contracting Officer with a complete computer generated report of all Government audio visual, computer lab, and accessories for which the Contractor is responsible. This report shall be submitted no later than 2:30 p.m. every Monday. In addition, the Contracting Officer may request that the report be provided on other occasions in which case the Contractor shall comply with that request within four (4) hours. Each complete inventory report shall indicate the following:

Item Name and Description

Brand and Model Number

Serial Number

FLETC Barcode Number

Quantity on Hand

Cost

Total Inventory Cost

Other Fields (as deemed necessary)

The report may be divided into individual reports for the different functions. Items shall be listed by type and identification numbers.

a. Quarterly. The Contractor shall conduct a complete physical inventory of all Government audio visual, computer lab, and accessories for which it is accountable within five (5) business days before the end of each fiscal quarter. A written report of the results of this inventory, and explanation of any discrepancies, shall then be submitted to the COTR/Contracting Officer within five (5) working days following the inventory.

b. Other Reports. The Contractor shall have the capability to provide the Contracting Officer, upon request, with computer-generated reports pertaining to:

Master Inventory - by Federal Stock Number

Master Inventory - Alphabetical

Issues - by Activity Code and time span

Number of Shipments and Items Received - by time span

Inventory Cost Totals

Items Surveyed - by time span

Items Lost or Stolen - by time span

Reorder Requirements

c. The Contractor shall comply with Contracting Officer requests for any and all of these reports within four (4) working hours.

END OF SECTION C-5.I

C-5.I-2