MCTP Video Wall maintenance service contract_PWS_final.pdf

PERFORMANCE WORK STATEMENT (PWS)

MCTP Video Wall Maintenance Contract

10 May 2023

1. GENERAL:

1.1. Description of Services/Introduction: This is a non-personal services contract to provide a maintenance contract to provide telephone troubleshooting, on-site troubleshooting, diagnosing and repair of problems, both software and hardware, provide list of parts or equipment that need replacement. Procurement and installation of replacement parts, and semiannual maintenance and adjusting of Video wall LED tiles. To ensure an operable system for Mission Command Training Program (MCTP).

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the services defined in this PWS except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background:

Due to our mission and our facilities used as Mission Training Centers these systems need to remain operational.

1.3. Objectives:

• Provide over the phone Diagnostic Assessment

• Provide 24-hour response on-site for troubleshooting, repairs,

• Provide semi-annual inspection testing and maintenance visits of hardware software systems.

• Contractor must be certified to work on manufactures equipment and process all Return to Manufacture Authorization’s (RMA’s) with the manufactures on the behalf of the government.

1.4. Scope: MCTP requires a maintenance contract to provide initial telephone troubleshooting. Provide 24-hour on-site response troubleshooting, diagnosing and repair of problems, both software and hardware. Provide list of parts or equipment that need replacement. Procurement and installation of replacement parts, and semiannual inspection, testing, maintenance, and adjusting of Video wall LED tiles.

To ensure an operatable system.

1.5. Period of Performance: Period of performance will be one base year of 12 months, and 2 years of 12-month options years.

1.6. General Information

1.6.1. Quality Control: Quality Control Plan Required Contractor shall furnish a QCP within 10 days from award. COR will evaluate QCP and provide written acceptance to contractor.

1.6.1.1 Quality Control Plan: Required

1.6.2. Quality Assurance: Not Applicable.

1.6.3. Federal Government Holidays:

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4. Hours of Operation: The contractor is responsible for conducting business while the facility is open, between the hours of 0800 – 1700 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5. Place of Performance: The work to be performed under this contract will be performed at Buildings 44 and 61 on Fort Leavenworth. All Contractor employees shall abide by local guidance, at each installation, as it pertains to face coverings, physical distancing, and quarantine policies. Any unknowns or uncertainties will be resolved with the KO or COR for questions or concerns.

1.6.6. Security Requirements: While project site is a controlled workspace, all work required for completing this project is UNCLASSIFIED. US Government security clearances are not required. If vendor personnel hold a current US security clearance at least to the US SECRET level, they will be given unescorted access to the MCTP VTC room. If they do not hold a US Government security clearance, they will be escorted while working in the facility and the area will be properly sanitized for all classified material.

1.6.6.1. Physical Security: Not Applicable.

1.6.6.2. Key Control: Not Applicable.

1.6.6.3. Lock Combinations: Not Applicable.

1.6.6.4. Key-pad Access Control: Not Applicable.

1.6.7. Special Qualifications: Not Applicable.

1.6.8. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. Vendor and Army customer will conduct an in-progress review (IPR) 30 days after contract award and quarterly thereafter for the duration of the contract. Initial IPR will occur on-site or via Microsoft Teams, at Fort Leavenworth, KS. Following IPRs will be by email, MS Teams or on-site visits. At a minimum, the KO, COR, and contractor lead shall attend these IPRs.

At these meetings the Government will apprise the contractor of how the Government views the contractor's performance 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 the Government.

1.6.9. Key Personnel: Not Applicable.

1.6.10. Identification of Contractor Employees: The Contractor shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each contractor (to include subcontractors) employee shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit.

The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. All contract 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 that they are Government officials.

1.6.11. Supervision of Contractor Employees: The Government will not exercise any supervision or control over contractor employees while performing work under the contract. Such employees shall be accountable solely to the contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and/or subcontractor employees.

1.6.12. Contractor Travel: Not Applicable.

1.6.13. Other Direct Costs: Not Applicable.

1.6.14. Organizational Conflict of Interest (OCI): The KO has identified an OCI for this requirement. Any requirements developed during the performance of this contract will preclude the Contractor from competing for those future requirements developed as a result of this contract.

1.6.15. Anti-Terrorism (AT) Level I Training. See DFARS 252.204-7004.

1.6.16. Access and General Protection/Security Policy and Procedures. The Contractor and employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor’s workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.16.1. Contractors Requiring a Common Access Card (CAC). Not Applicable.

1.6.16.2. Contractors Not Requiring a CAC but Require Access to a DoD Facility or Installation. Contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190- 13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.17. AT Awareness Training for Contractor Personnel Traveling Overseas. Not Applicable.

1.6.18. iWATCH Training. The Contractor shall brief all employees on the local iWATCH program (training standards provided by the requiring activity’s ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of the PSD and within 30 calendar days of new employees commencing performance with the results reported to the COR no later than (NLT) 15 calendar days after completion of training.

1.6.19. Access to Government Information Systems. Not Applicable.

1.6.20. Operations Security (OPSEC) Standing Operating Procedure (SOP)/Plan. Not Applicable.

1.6.21. OPSEC Training. Per AR 530-1, Operations Security, all contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees shall complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor employee to the COR within 15 calendar days after completion of training by all employees. This training is available at http://www.cdse.edu/catalog/elearning/GS130.html.

1.6.22. Information Assurance (IA)/Information Technology (IT) Certification. Not Applicable.

1.6.23. Threat Awareness Reporting Program (TARP). Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees who possess a security clearance must receive annual TARP training by a CI agent or other trainer as specified in paragraph 2-4b. The COR will coordinate for the next available TARP class for each period of performance.

1.7. Contractor Responsibilities:

1.7.1. Vendor is responsible for all tasks related to shipping, receiving, and warehousing of the equipment and supplies related to the project.

1.7.2. If any equipment and supplies related to the project need to be moved from any location to the project site, the vendor is responsible to coordinate and/or procure the means to do so.

1.7.3. Contractor will respond within 4 business hours, Monday through Friday 7:30 AM to 5:00 PM to schedule or complete basic over the phone trouble shooting. If not resolved, Contractor must have the ability for onsite support within 24 hours of a known problem. To troubleshoot and repair, if possible, any hardware failures or system malfunctions will be completed no later than 24 business hours after initial contact excluding federal holidays. (Contractor must be able to address warranty issues onsite within 24 hours).

1.7.4. Contractor will provide semi-annual preventative maintenance for hardware systems checks to determine all hardware is functioning satisfactorily, make all necessary adjustments, updates, perform cleaning, inspection, and maintenance services recommended by manufacturer.

1.7.5. Contractor must be certified by manufactures to install, program, and setup the equipment, and process all RMAs with the manufacture on behalf of the Government.

(This ensures adherence to product specifications and manufacture warranty’s and holding contractor responsible to adhere to industry standards). Reference attached equipment list.

http://www.cdse.edu/catalog/elearning/GS130.html

1.7.6. Software upgrades and updates at no additional charge when software/updates are available (not restricted to device failure). When needed due to new requirements for production the vendor shall be able to program all the system's control components to operate and add new functions to user interfaces on lectern and control room touch panel controls.

1.7.7. Form, function, and appearance of final installation must be to a standard that the US business community would consider to be professionally done.

1.7.8. Vendor must maintain a clean work area and remove all excess materials and trash daily to meet work area safety requirements.

1.7.9. COR and technical staff, to conduct a final technical and operational inspection of all work done (See Attached Systems Acceptance Test Checklist).

1.7.10. Vendor shall provide a 1-year warranty on all new equipment, installation and programming work performed.

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.2. Contracting Officer: A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings. Note: The only individual who can legally bind the Government.

2.1.3. Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.4. Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.5. Government Furnished Property (GFP) or Government Property (GP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

2.1.6. Physical Security: Actions that prevent the loss or damage of Government property.

2.1.7. Quality Assurance: Various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.8. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.2. Acronyms:

AR Army Regulation AV Audio Video CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DoD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) POC Point of Contact PRS Performance Requirements Summary PSD Performance Start Date PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Program RMA Return to Manufacture Authorization’s

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services (N/A):

3.2. Facilities: The Government will provide the necessary workspace for up to one (1) contractor employee to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3. Utilities: The Government will provide all utilities associated with paragraph 3.2 for the contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.4. Equipment: IAW FAR Part 45.000(b)(5): This equipment is not considered true Government property because it is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines. The Contractor shall use Government property only for performing this contract, unless otherwise provided for in this contract or approved by the KO.

Modifications or alterations of Government property are prohibited. Contractor personnel may be required to sign for electronics equipment provided herein. If travel is required, the contractor assumes responsibility for the Government equipment when not located at the primary place of performance.

3.5. Materials: The Government will provide equipment drawings, and source code.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: See paragraph 4.1, above.

4.3. Equipment: See paragraph 4.1, above.

5. SPECIFIC TASKS:

5.1. Task 1, Provide over the phone Diagnostic Assessment: The contractor shall access the system and trouble shoot with our staff over the phone as a first response in returning the system to operation.

5.1.1. Deliverable: Our AV system in operational condition.

5.1.2. Standard: Answer the phone between the hours of 7:30 AM to 5:00 PM CST 100% of the time. If not answered a response is required within 2 hours 100% of the time. If the system cannot be brought up and returned to operational condition over the phone troubleshooting, contractor must have the ability for onsite support within 24 hours of a known problem.

5.2. Task 2, Provide 24-hour response onsite for troubleshooting, and repairs:

5.2.1. Deliverable: Government AV system in operational condition

5.2.2. Standard: An on-site service call to troubleshoot and repair, any hardware failures or system malfunctions will be completed no later than 24 hours after initial contact excluding federal holidays 100% of the time. If parts need to be ordered, provide a repair plan with timeline, and provide weekly updates in writing on status 100% of the time.

On-site warranty on work performed; includes systems repair and replacement, security IOS upgrades, and required semi-annual maintenance.

Technician shall respond to requests for routine maintenance within one (1) working day and be onsite within two (2) working days from date of reported incident.

Technician shall respond to requests for emergency maintenance within six (6) clock hours and be onsite within 24 clock hours from time of reported incident.

All equipment furnished by CONTRACTOR/CONTRACTOR/VENDOR comes with each manufacturer’s standard warranty, licenses and indemnities only.

CONTRACTOR/CONTRACTOR/VENDOR will provide to Customer third party information detailing any license, warranty and indemnity right it receives from any third-party provider of such Equipment upon request and will reasonably cooperate with Customer in enforcing such rights.

If any services have not been so performed, and CONTRACTOR/VENDOR receives Customer’s detailed written request to cure a non-conformance within 30 days of acceptance of the services, CONTRACTOR/VENDOR will promptly re-perform those services as Customer’s sole and exclusive remedy for a breach of this warranty.

CONTRACTOR/VENDOR will perform all troubleshooting of system failures or unexpected non-functionality problems on site and not via telephonic communications.

5.3 Task 3, Provide Semi-Annual (2) inspections, testing and maintenance of AV hardware and software system:

5.3.1 Deliverable: Government AV system in operational

condition

5.3.2 Standard: Contractor will provide preventative maintenance visits semi-annually (2 per year) for hardware systems checks to determine all hardware is functioning satisfactorily, make all necessary adjustments, updates, perform cleaning, inspection, and maintenance services recommended by manufacturer, ensuring the equipment is maintained to maximize optimal performance.

5.4 Task 4, Contractor must be certified to work on manufactures equipment and process all RMAs with the manufacturers on the behalf of the Government.

5.4.1 Deliverable: Government AV system in operational condition

5.4.2 Standard: Contractor must be certified by the equipment manufactures to install, program, and setup the equipment that is being worked on or installed by vendor and process all RMAs with the manufactures on the behalf of the Government. (This ensures adherence to product specifications and manufacture warranty’s and holding contractor responsible to adhere to industry standards). Provide copies to the COR.

5.5. Task 5, Monthly Report: Provide a monthly status report to the COR which includes:

• Contract/Task Order Number and Title

• Period covered by the report

• Date and Name of preparer

• Milestones/Date Due/Government Due/Comments

• Task Title(s) and Number(s)

• Status of deliverables

• Efforts this Reporting Period

• Efforts Projected for Next Reporting Period

• Problem Areas

• Travel completed this reporting period

• Travel projected next reporting period

• General Comments

5.5.1. Deliverable: Monthly Status Report completed by the 5th working day of the following month. This report shall be submitted electronically to the COR, in an MS Office format.

5.5.2. Standard: No more than 2 reports submitted late. 100% accuracy of the content presented, (minor clerical mistakes that are merely a matter of form and not of substance will be noted for correction).

6. APPLICABLE PUBLICATIONS: N/A