N00183-16-T-0133.docx

N00183-16-T-0133

Section A - Solicitation/Contract Form

CLAUSES INCORPORATED BY FULL TEXT

VENDOR TO COMPLETE THE FOLLOWING:

TIN: CAGE: DUNS:

Vendor Point of Contact: Email:

Vendor Phone: Fax:

Naval Medical Center Portsmouth Points of Contact:

Name: Shannon Caldow Phone: 757-953-5056 Fax: 757-953-5738 E-Mail: shannon.m.caldow.civ@mail.mil

Payment in Arrears (Check One): Monthly Quarterly Semi-Annually Annually *Please ensure that quoted price matches the choice above

Note: Vendor will be required to provide billing electronically via the WAWF Electronic Invoicing Method per Section G of this RFQ. For additional information, a review of the following web sites may be required: Websites: https://wawf.eb.mil http://wawftraining Email: usn.detrick.navmedlogcomftdmd.list.nmlc-wawf@mail.mil

Vendor to reference Request for Quotation (RFQ) Number N00183-16-T-0133 on all correspondence relating to this RFQ.

PROMPT PAYMENT: For Prompt Payment Act purposes, this contract is:

Subject to the 7-calendar day constructive acceptance period. This contract is subject to the Availability of funds clause 52.232-18 listed in full text in the Clause section of this contract.

Government will make an award based on an “All or None” evaluation and/or based on the “Best Value” proposed for this requirement in terms of past performance, technical capabilities/approach, and price. Vendor must provide all of the below to be considered a “responsive vendor”. The solicitation and contract award is in accordance with FAR part 13.

Quote Evaluation factors will be rated as follows:

Past Performance = 50%

· Vendor to provide a minimum of three (3) references for similar services provided during the past 24 months Technical capabilities/technical approach = 25%

· Vendor to provide technical capabilities statement/technical approach for completing the services per the statement of Work (see Section C) Price = 25%

· Vendor to provide a published price list (not a GSA contract price list) or two invoices for the same or similar services

See Section C for Site Visit infomration

Section B - Supplies or Services and Prices

Maintenance of VTC equipment

FFP

Annual maintenance and service of Multimedia and VTC equipment at NMCP See Section C for Statement of Work FOB: Destination

MILSTRIP: N0018317RQTE019

PURCHASE REQUEST NUMBER: N0018317RQTE019

NET AMT

Section C - Descriptions and Specifications

CLAUSES INCORPORATED BY FULL TEXT

SUP 5252.204-9400 Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information Technology (IT) Systems or Protected Health Information (July 2013)

Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The Deputy Secretary of Defense Directive-Type Memorandum (DTM) 08-006 - "DoD Implementation of Homeland Security Presidential Directive - 12 (HSPD-12)" dated November 26, 2008 (or its subsequent DoD instruction) directs implementation of HSPD-12. This clause is in accordance with HSPD-12 and its implementing directives.

APPLICABILITY

This clause applies to contractor employees requiring physical access to any area of a federally controlled base, facility or activity and/or requiring access to a DoN or DoD computer/network/system to perform certain unclassified sensitive duties. This clause also applies to contractor employees who access Privacy Act and Protected Health Information, provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Position, as advised by the command security manager. It is the responsibility of the responsible security officer of the command/facility where the work is performed to ensure compliance.

Each contractor employee providing services at a Navy Command under this contract is required to obtain a Department of Defense Common Access Card (DoD CAC). Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Navy Command's Security Manager upon arrival to the Navy Command and shall out-process prior to their departure at the completion of the individual's performance under the contract.

ACCESS TO DOD IT SYSTEMS

In accordance with SECNAV M-5510.30, contractor employees who require access to DoN or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to information protected under the Privacy Act, to include Protected Health Information (PHI). All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity's Command Information Assurance Manager. Contractor employees requiring privileged or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) which is a higher level investigation than the National Agency Check with Law and Credit (NACLC) described below. Due to the privileged system access, a SSBI suitable for High Risk public trusts positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g. system administrator, database administrator) require training and certification to Information Assurance Technical Level 1, and must be trained and certified on the Operating System or Computing Environment they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee's duties, such employees shall in-process with the Navy Command's Security Manager and Information Assurance Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual's performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-Ni therefore, the government employee with knowledge of the system/network access required or the COR shall sign the SAAR-N as the "supervisor".

The SAAR-N shall be forwarded to the Navy Command's Security Manager at least 30 days prior to the individual's start date. Failure to provide the required documentation at least 30 days prior to the individual's start date may result in delaying the individual's start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. The Contractor's Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

INTERIM ACCESS

The Navy Command' s Security Manager may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally-controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR'S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the Contractor's Security Representative. Within three work days after contract award, the contractor shall provide to the requiring activity's Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the Contractor's Security Representative. The Contractor's Security Representative shall be the primary point of contact on any security matter. The Contractor's Security Representative shall not be replaced or removed without prior notice to the Contracting Officer and Command Security Manager.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO NATIONAL SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Navy recognizes contractor employees under this contract as Non-Critical Sensitive [ADP/IT-II] when the contract scope of work require physical access to a federally controlled base, facility or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and Protected Health Information (PHI), provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The NACLC consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

* SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product)

* Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

* Original Signed Release Statements

Failure to provide the required documentation at least 30 days prior to the individual's start date shall result in delaying the individual's start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than 10 years) throughout the contract performance period. The Contractor's Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements ALL contractor employees shall in-process with the Navy Command's Security Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual's performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy Command's Information Assurance Manager. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The SAAR-N shall be forwarded to the Navy Command's Security Manager at least 30 days prior to the individual's start date. Failure to provide the required documentation at least 30 days prior to the individual's start date shall result in delaying the individual's start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the Navy Command Security Manager. The Navy Command's Security Manager will review the submitted documentation for completeness prior to submitting it to the Office of Personnel Management (OPM). Suitability/security issues identified by the Navy may render the contractor employee ineligible for the assignment. An unfavorable determination made by the Navy is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The Navy Command's Security Manager will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DON Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a Visit Authorization Request (VAR) via the Joint Personnel Adjudication System (JPAS) or a hard copy VAR directly from the contractor's Security Representative. Although the contractor will take JPAS "Owning" role over the contractor employee, the Navy Command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT Position Category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee's performance under the contract.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO OR PERFORMING NON-SENSITIVE DUTIES Contractor employee whose work is unclassified and non-sensitive (e.g., performing certain duties such as lawn maintenance, vendor services, etc ...) and who require physical access to publicly accessible areas to perform those duties shall meet the following minimum requirements:

* Must be either a US citizen or a US permanent resident with a minimum of 3 years legal residency in the United States (as required by The Deputy Secretary of Defense DTM 08-006 or its subsequent DoD instruction) and

* Must have a favorably completed National Agency Check with Written Inquiries (NACI) including a FBI fingerprint check prior to installation access.

To be considered for a favorable trustworthiness determination, the Contractor's Security Representative must submit for all employees each of the following:

* SF-85 Questionnaire for Non-Sensitive Positions

* Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

* Original Signed Release Statements

The contractor shall ensure each individual employee has a current favorably completed National Agency Check with Written Inquiries (NACI) or ensure successful FBI fingerprint results have been gained and investigation has been processed with OPM.

Failure to provide the required documentation at least 30 days prior to the individual's start date may result in delaying the individual's start date.

* Consult with your Command Security Manager and Information Assurance Manager for local policy when IT-III (non-sensitive) access is required for non-US citizens outside the United States.

PERFORMANCE STATEMENT OF WORK

MULTIMEDIA MAINTENANCE

1.1 SCOPE

The contractor shall submit a package for maintenance of multimedia equipment located at Naval Medical Center Portsmouth (NMCP). The contractor shall provide on-site hardware and software support, toll free technical telephone support, and product replacement and/or repair services for 68 multimedia rooms to include 15 rooms with VTC units. An equipment listing by room is provided in a separate enclosure. The agreement will also allow the ability to upgrade components to newest technology at any time.

The selected vendor must be able to provide full contract support immediately upon award of a resulting order.

1.2 ASSUMPTIONS

The following assumptions are understood between NMCP Communications Office and the contractor:

· The Contractor shall comply with Federal, State, and Local Laws, plus any Federal Regulations as applicable to the performance of this contract.

· The Contractor shall not accept any instructions issued by any person employed by the U. S. Government, other than: the Contracting Officer or the Communications Division, all acting within the limits of their authority.

· When required, the Contractor shall be qualified / authorized by the Original Equipment Manufacturer (OEM) in the repair of all equipment listed within this contract. Contractor shall maintain current (within 2 years) qualifications throughout entire contract period. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance.

· The contractor shall provide all equipment, material handling equipment (i.e., pallet jacks), labor, communications, and anything else required to fulfill this contract.

· The contractor shall have a service location within a 50 mile radius of NMCP in order to respond on-site within 2 hours of an initial service call for designated rooms.

1.3 DUTIES

a. The contractor shall:

· Provide all maintenance services, to include labor, materials, and replacement parts (up to $1,500.00 per room/per day) necessary to keep the rooms in satisfactory working condition to include all cabling. Repair of equipment is limited to normal and wear and tear and does not cover damage due to user negligence. Provide cable management to all 68 multimedia rooms to include 15 rooms with VTC units. All equipment will be maintained in accordance with the manufacturer specifications. Only manufacturer repair parts or equivalent will be used.

· Maintenance shall be performed on existing equipment, as specified in the attached inventory, and on any equipment that has replaced the existing equipment as part of a previous maintenance action.

NOTE: The $1,500.00 (repair parts) is per room, per day. If the vendor services or makes repairs to multiple rooms in a single visit, it is $1,500.00 per room for parts.

· The contractor shall perform quarterly preventive maintenance visits to all rooms. These visits will be coordinated with Communications personnel. A copy of inspection results for each room shall be provided to the communications office and signed off by the communication office.

· The contractor shall provide telephone technical support for service calls and troubleshooting assistance during the hours of 7:00 AM and 4:30 PM during the normal business week.

· If telephone support does not resolve an issue, an on-site response is expected within 2 hours for the following rooms:

· Commanding Officer’s Conference Room

· Deputy’s Conference Room

· Staff Education and Training Classrooms 1, 2, 3 (front and back half), 4, 5, 6, 7, 8, and 11

· Auditorium (front and back half)

· Orthopedic Conference Room

· Psychiatry Conference Rooms 1.3-100 and 1.3-109

· Chapel

· The contractor shall respond within one business day of receipt of a trouble call for all other multimedia rooms.

1.4 DEPENDENCIES

a. Work Sites

· All work under this contract will be performed at the following locations:

b. Equipment

· The contractor shall ensure timely maintenance and repair of the equipment covered in this performance statement of work. The government project manager is responsible for coordinating all network-related maintenance/repair and the scheduling of rooms for maintenance and repair. Equipment listed in this contract will be maintained to meet the original equipment manufacturers (OEM’s) specifications.

· The Contractor Point of Contact (POC). The Contractor shall provide in Writing the name and telephone number of a primary and alternate English-speaking individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract with the Government. The contractor shall provide contact information within 5 business days after contract award. In the event a replacement is made, the contractor shall provide the replacement’s contact information within 5 business days.

· Government furnished property, Materials, and Services. The Contractor representative(s) at each site is encouraged to request a pre-maintenance inspection prior to the award of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award or prior to contract start whichever occurs first. Any claims resulting from hidden defects must be received within 30 days of first month of contract start date.

· Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order. The cost of repairs shall not exceed contractor's normal retail rate for required repairs. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract.

· For the purpose of this contract, the clause, "good operating condition" means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end.

· The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor's performance or should have been discovered during normal performance of work under this contract.

c. Facilities

· The Communications Office is responsible for providing the contractor with facilities and system access. Communications personnel will be responsible for handling any and all security-related issues pertaining to the maintenance and repair of the equipment specified in this statement of work, to include providing escorted or unescorted access to spaces where the work will be performed.

· The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM.

d. Character of Work and Workforce

The work must conform in all respects with the requirements of the contract:

· A strictly first-class operation will be insisted upon. No incompetence, carelessness, or use of drugs/alcohol will be tolerated.

· The contractor’s workforce shall be identifiable by picture identification badges which shall be worn and visible on the upper body at all times while on site and will be required to fill out a Criminal History Record Request supplied by the Communications Office for each employee. These must be submitted five business days prior to employees reporting on site. After five business days the Government will issue a temporary security badge and car sticker for the period of employment on site. The Navy reserves the right to approve employees working on site.

· Care of Government Facilities and Property – The contractor shall be responsible for care of the premises. The contractor shall not damage Government property or facilities during the performance of this contract. The contractor shall furnish padding and other protective materials as necessary to preclude damage to hallways, doors, door frames, elevators and building fixtures. If damage does occur, the contractor will be responsible for any necessary repair work to include patching and painting of walls. In addition, the contractor shall remove all contractor-generated debris including boxes, packaging, etc.

· NMCP and Clinic Command Regulations – All Contractor personnel must abide by the rules and regulations while in the above mentioned areas. These rules include no firearms, no smoking or tobacco chewing in any government building, no food or beverages except in authorized areas, minimal noise levels and allowing corridor access to non-move involved patient/personnel/carts.

NOTE: ALL INTERESTED VENDORS MUST ATTEND A SITE VISIT TO EXAMINE WORK CONDITIONS AND EXISTING EQUIPMENT. BIDS WILL NOT BE ACCEPTED FROM CONTRACTORS WHO DO NOT ATTEND THE SITE VISIT.

Due to the nature of the work, it is mandatory that all interested vendors attend a site visit to examine work conditions, take measurements, and to see placement of existing equipment. The group site visit will be conducted on Tuesday, 2 August 2016 at 9:00 a.m. EST. At this time, there are no additional site visits scheduled. Attendance at the site visit is mandatory for quote preparation and submission to NMCP. Vendors interested in attending the site visit must notify the Contract Specialist, Shannon Caldow, shannon.m.caldow.civ@mail.mil , no later than Tuesday, 26 July 2016 at noon (12:00 p.m.) EST with a completed copy of the spreadsheet located in Section L of this RFQ. Contractors that do not notify the Contract Specialist will not be allowed to participate in the site visit.

Vendor’s proposals are due no later than close of business Monday, 8 August 2016 NLT 1700 (5:00 p.m.) EST. Vendors are required to supply brochures, pictures/examples of products, and/or references of work or other means to describe products/services.

CHAPEL

Unavailable

FITNESS CENTER - GYM