1 - VTC PWS HT941024Q2079.rtf

PERFORMANCE WORK STATEMENT (PWS)

VTC PREVENTIVE MAINTENANCE AND SERVICE CONTRACT FOR

NAVAL MEDICAL CENTER SAN DIEGO

INFORMATION MANAGEMENT DEPARTMENT

1 INTRODUCTION

The purpose of this effort is to provide maintenance and technical support services to the NMCSD and Branch medical Clinics Video Teleconferencing Unit Systems. This performance work statement (PWS) describes services in two general categories to be used for invoicing. The contract includes contract line item numbers (CLINs) established for the performance period of the Purchase Order are as follows:

Quotations must be listed as a not to exceed number of labor hours required per year to maintain VTC systems. The hours will only be billed as used and will be awarded as a firm fixed priced contract. The quotation structure must include the following:

a. Preventative Maintenance (PM): This CLIN0001 will not be separately priced and will be billed under CLIN0003 and CLIN0004 of the contract. PM will cover all routine, scheduled services to support all facility equipment and systems. All CLIN 0001 work shall be scheduled and conducted during normal duty hours; the normal working hours for the contractor will be between 7:00 AM and 5:00 PM, Monday through Friday, excluding Federal holidays. The contractor is not to perform work during other than the normal working hours stated above unless authorization is received in writing from the Government Project Manager.

b. Maintenance Services: This CLIN0002 will not be separately priced and will be billed under CLIN0003 and CLIN0004 of the contract. Maintenance services will support necessary modifications to the covered systems and equipment to allow the facility to continue performing its mission, to enhance how the equipment functions, to replace obsolete parts and components or upgrade their technologies, and similar.

c. Parts: This CLIN0003 shall include a not to exceed limit of $100,000.00 per year to cover required replacement parts.

d. Labor: This CLIN0004 shall include a not to exceed limit of 1,000 hours per year.

2 BACKGROUND

The Information Management Department (IMD), Navy Medical Center San Diego (NMCSD), provides IT support services; system management, for over 100 VTC room locations at the Medical Center and surrounding region’s Branch Medical Clinics (BMC’s). The services of the IMD directly impact patient care throughout the NMCSD and the BMC’s. The IMD is located within the NMCSD main campus.

3 SCOPE

The scope of this effort is for contractor to provide all qualified personnel, equipment, tools, materials, replacement of equipment, parts and materials, supervision, management services, and other items and services necessary to perform maintenance and repair of covered systems.

The Contractor shall also provide a service agreement to provide onsite technical assistance, configuration modification, repair installation or equipment replacement for all specified rooms at NMCSD and their branch clinics.

Contractor will be responsible for providing:

Two semi-annual preventative maintenance visits

Maintenance on hardware and parts, which encompasses the repair, replacement, and software maintenance for any audiovisual and VTC equipment listed in this PWS.

Labor maintenance services, which encompasses the labor for services calls, maintenance, site configurations and system programming modifications.

4 PERFORMANCE REQUIREMENTS

4.1 Task 1 – Preventive Maintenance (PM).

- The contractor shall provide service level agreement options to obtain a maintenance plan that shall offer the government a workmanships warranty, faulty equipment program and on call emergency services for one year, plus four option years.

- The Contractor’s proposal will include two semi-annual PM visits, which include: cleaning and inspecting all equipment, in all rooms.

- The contractor shall perform all applicable firmware/software updates per manufacturer licensing agreements. The contractor shall also verify audiovisual quality and operation of equipment in all rooms.

- The following tasks will be included in Preventive Maintenance: General Maintenance, Mechanical Maintenance, Audio Maintenance, Projector Maintenance, LCD/LED Panel Maintenance, Video Routing Maintenance, Video Teleconference Maintenance, Audio Conference Maintenance, Control System Maintenance, Allocated Calls and Special Features Maintenance.

- All procedures are to be performed in accordance with manufacturer specifications. This effort will be accomplished via on-site service, on-line, telephone support and email.

- A Preventative Maintenance Service will be provided for all audio-visual related components for the location provided by Government (end user)

- Contractor shall only provide services for the audio-visual components that are part of the systems above.

- Contractor shall not inherit any satellite or cable broadcast feeds or fees, digital signage content, paging equipment, re-design of A/V systems, reprogramming of A/V systems and/or replacement, damage, or miss use of equipment.

4.2 Task 2 – Maintenance Services

Restoral services are designed to fix problems that occur in the covered equipment systems apart from scheduled PM. There are no limitations to the types of problems that may be encountered with the covered equipment and systems, and many of these require immediate action to keep the mission-critical assets operational. Restoral services shall include all troubleshooting and repair. The hours for the contractor to perform restoral services will be between 7:00 AM and 5:00 PM, Monday through Friday, excluding Federal holidays. The contractor is not to perform work during other than the normal working hours stated above unless authorization is received in writing from the Government Project Manager.

- The contractor will be notified in the event of interruption of audiovisual services including failure of hardware and malfunctioning equipment. Upon receipt of service request contractor shall be onsite within 3 business days to diagnose issue.

- The contractor will provide telephone support, Monday through Friday, 8AM to 5PM PST

- The contractor shall provide a list of replacement parts and estimated cost to the government POC prior to purchase and service within 3 business days of notification by the government.

- The contractor will provide invoice for time and labor for each service visit including unscheduled time-sensitive visits.

- The restore services include trouble shooting, purchasing, programming, and repair or replacement of parts.

- The new installed equipment or parts must meet same model and brand as original or equal to meet current performance and capabilities.

- If new equipment is required and purchased to restore service, the contractor must provide a warranty period for new installed equipment of at least 1 year from the date of install. In addition, contractor will provide a list of all serviceable parts to include manufacture part numbers. The warranty must cover replacement, shipping, and installation (labor) costs during the warranty period.

Task 3 - Documentation

- The contractor shall design, maintain and update an onsite maintenance log notebook to document all service calls, repairs and configuration changes for all of the NMCSD conference rooms starting from beginning of award.

- The contractor shall design and/or update any engineering wiring diagrams, block diagrams, standard operating procedures for any system modifications and programming or equipment installations for all NMCSD conference rooms.

- The contractor shall provide and update all source coding and program codes for the integrated control program for all NMCSD Conference Rooms.

5 Performance Standards.

Performance is deemed acceptable when the audiovisual and VTC systems in the NMCSD Conference Rooms are operational and maintained as outlined in Task 4.1, 4.2. and 4.3.

Performance Standard Acceptable Quality Level (AQL) Method of Surveillance Task 1– Preventive Maintenance (PM) All scheduled PM is completed as scheduled twice a year.

Preventative Maintenance shall be completed at least 5 months and no more than 7 months apart.

Random Sampling Task 2 – Maintenance Services – Required parts and labor costs are identified and provided to the Government Project Manager/Technical POC as defined in the contract.

The list will be accurate to complete the required work to restore the system to normal operation 90% of the time.

100% Inspection Task 3 – Documentation -- The contractor shall design and/or update any engineering wiring diagrams, block diagrams, standard operating procedures for any system modifications and programming or equipment installations for all NMCSD Conference Rooms.

The Contractor will provide documentation within 5 business days of modification, programing or installation of equipment.

Random Sampling

6. Incentives.

If the preventative maintenance is not performed in accordance with the PWS, payment will be withheld until services are fully rendered.

7. Place of Performance

NMCSD at 34800 Bob Wilson Drive in San Diego, CA 92134 and remote sites throughout California. The contractor is required to provide support at the government sites. The completed work will be accepted by the Government Project Manager/Technical POC after a testing or verification of fully functioning audiovisual and VTC capabilities of the NMCSD Conference Rooms.

- The conference rooms that require maintenance within NMCSD spaces are located at. The project manager will advise the Contractor as to what is necessary to initiate this process.

- The Contractor shall coordinate facility access for all their employees. The Contractor shall be familiar with and comply with all NMCSD policies regarding security considerations for all their employees. Any schedule conflicts with the contractor’s performance requirements, shall be reported to the Information Management Department for resolution. The contractor shall contact the NMCSD Security Officer

- The contractor shall coordinate work performed with Government Project Manager/POC through completion of work. The government point of contact is required to remain on the job site while the work is being performed.

- The contractor must use only the freight elevator for trips between the loading dock and the job site to deliver or obtain product, and any other time when the contractor and/or the workers are accompanied by carts, dollies, and any equipment that is on wheels, such as large toolboxes.

- The contractor shall furnish all tools required for the assembly, disassembly, and installation of all equipment.

- The contractor must take all steps necessary to protect persons and property that are located in, and adjacent to, the area in which the work is to be performed. Workers are to be courteous to building occupants at all times. Loud conversation and boisterous behavior is prohibited. Food or beverages are never allowed in the work area. Smoking is prohibited in any area of the building. Any damage to permanent partitions, carpet, draperies, or millwork (including door casings) deemed unreasonable by the project manager shall be repaired at the expense of the contractor.

- The contractor shall assume full responsibility and liability for compliance with all Federal and local regulations pertaining to the health and safety of personnel during the execution of the work. These include, but are not limited to, National Fire Protection Association (NFPA) and Occupational Safety and Health Administration (OSHA) publications. The contractor shall hold the Government harmless for any action on his/her part or that of his/her employees or subcontractors, which results in illness, injury, or death.

- The contractor(s) will perform work onsite. The technician(s) must have expertise in the assembly and wiring requirements of audio-visual components necessary to install equipment and parts.

- The normal working hours for the contractor will be between 7:00 AM and 5:00 PM, Monday through Friday, excluding Federal holidays. The contractor is not to perform work during other than the normal working hours stated above unless authorization is received in writing from the Government Project Manager.

- The contractor shall arrive at the worksite at the time agreed upon by the government point of contact and technicians(s) or vendor representative.

- The contractor must ensure that personnel performing the install must be able to gain access into the NMCSD

- The contractor shall be responsible for delivery of products to NMCSD office space if required.

- The contractor shall perform all installation work in accordance with the manufacturer’s recommended procedures.

- The contractor will remove and place in the designated location outside the office space for all disposal materials from the maintenance and services.

- The contractor must take all steps necessary to protect persons and property that are in, and adjacent to, the area in which the work is to be performed. Workers are to be courteous to building occupants at all times. Loud conversation and boisterous behavior is prohibited. Food or beverages are never allowed in the work area. Smoking is prohibited in any area of the building. Any damage to permanent partitions, carpet, draperies, or millwork (including door casings) deemed unreasonable by the project manager shall be repaired at the expense of the contractor.

- The contractor shall assume full responsibility and liability for compliance with all Federal and local regulations pertaining to the health and safety of personnel during the execution of the work. These include, but are not limited to, National Fire Protection Association (NFPA) and Occupational Safety and Health Administration (OSHA) publications. The contractor shall hold the Government harmless for any action on his/her part or that of his/her employees or subcontractors, which results in illness, injury, or death.

- The contractor(s) will perform work onsite. The technician(s) must have expertise in the assembly and wiring requirements of audio-visual components necessary to install equipment and parts.

- The contractor shall arrive at the worksite at the time agreed upon by the government point of contact and technicians(s) or vendor representative.

- The contractor shall contact the Government Project Manager/POC a minimum of two hours prior to the expected completion of planned work. The contractor shall accompany the Government Project Manager/POC on the inspection of the completed work to determine whether the work has been performed in compliance maintenance agreement. The contractor shall never leave the building without first informing the Government Project Manager/POC. The contractor shall never leave a completed work until the government point of contact or other government designated inspector has inspected it.

8. Period of Performance.

The period of performance is one year beginning after the contract award, plus four additional option years. As directed by the Information Management Department, the contractor shall continue performance in emergency or mission essential conditions. Additionally, the contractor may be required to account for the whereabouts of their personnel should this information be requested by the Information Management Department.

9. Delivery Schedule.

PWS Task# Deliverable Title Format Due Date Distribution/Copies Frequency and Remarks 4.1 Recommended Preventive Maintenance Schedule Contractor-Determined Format

Initial within 10 business days of contract award Copy to Government Project Manager/ Technical POC Annual

4.1, 4.2, 4.3 Labor Cost Contractor- Determined Format Less than 96 hours prior to day of actual work.

Copy to Government Project Manager/ Technical POC Per Visit

4.1 & 4.2 Invoice of work performed for each visit (including labor and parts) Contractor-Determined Format Due within 48 hours after satisfactory acceptance the Government Project M manager/POC Copy to Government Project Manager/ Technical POC Per Visit 4.3 Documentation Contractor-Determined Format Due within 5 business days of completed work Copy to Government Project Manager/ Technical POC Per Visit