1.05 IDS Performance Work Statement - Draft.docx

Performance Work Statement

MAINTENANCE SUPPORT FOR THE ACCESS CONTROL SYSTEM, INTRUSION DETECTION AND CCTV SYSTEM (ACS/IDS-CCTV)

This contract shall provide all supervision, administrative support, technical services, labor, tools, parts, supplies equipment, materials and transportation necessary to perform all routine maintenance and repair services, emergency trouble call support, modification, and installation of the Access Control System (ACS) and Intrusion Detection System (IDS) listed in section b below in Buildings 420, 586, 572 and 199 for the Information Warfare Training Command Virginia Beach (IWTC VB), Dam Neck Annex, Virginia Beach, Virginia to include on-site corrective repairs, normal working hour coverage (8:00 A.M. to 9:00 P.M. Monday through Friday excluding Federal holidays of New Year’s Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day), 24-hour emergency service, and routine preventive maintenance services to Department of Defense owned equipment as listed herein:

All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. Server and client station hardware as well as LKM locks are not covered.

1.0. General

1.1 The Contractor shall comply with all applicable Federal, State, and Local Laws, in addition to any Federal Regulations that may be applicable to the performance of this contract.

1.2 The Government will maintain the right to seek proof of qualification prior to award and anytime during contract period of performance.

2.0 Scope of Work

2.1 The Contractor personnel shall be an English speaking U.S. Citizen and possess Secret Clearance as of proposal date. Contractor shall provide all supervision, personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance on site in Dam Neck Annex Buildings 420, 586, 572, and 199 for IWTC VB.

2.2 The Contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator shall be made available to answer technical questions regarding system operations and applications.

2.3 Equipment listed in this contract shall be maintained to meet the original equipment manufacturers (OEM’s) requirements as specified in supporting manuals.

2.4 Equipment and associated components to be serviced includes the following:

2.5 Software to be serviced includes the following: Lenel Server and Client software; Lenel Workstation software; ONSSI Video management software; and camera licensing software. Covered software will include Lenel software for specific dongles.

2.6 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, on-site repair and maintenance, and to be responsible for the coordination of the contract with the Government.

3.0 Personnel Qualifications/Requirements

· Contractor’s Field Service Technician (FST) shall be English speaking U.S. Citizen and possess a Secret Clearance as of proposal date.

3.1 Contractor’s FST shall possess the following certifications:

· Lenel Expert, Professional, or Associate

The COR may at any time request verification of service personnel credentials who are servicing the equipment.

4.0 Response Time

4.1 Response Time: Contractor’s FSE shall respond with a phone call to the Technical Point of Contact (TPOC) or his/her designee within four (4) hours after telephone notification, 24 hours per day. If the problem requires emergency service (involving conditions which may adversely impact healthy/safety, security, productivity, or cause greater physical damage if left uncorrected) it shall be coordinated in accordance with paragraph 7.0.b and shall be responded to within four (4) hours of the initial call. Trouble calls requiring routine service shall be responded to within four (4) hours of the initial call during normal working hours which are Monday through Friday between the hours of 0700 and 1600. Requests for routine service received outside normal working hours shall be responded to on the next normal business day.

5.0 Contractor Responsibilities

The contractor shall keep the IDS and ACS-CCTV systems in good operating condition, meeting all equipment and performance requirements published by the original equipment manufacturer.

5.1 The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor’s expense and shall be inspected to the satisfaction of the Contracting Officer or appointed representative.

5.2 Maintenance Service Support. The contractor shall furnish maintenance service support to include corrective and preventive maintenance for the system to ensure a minimum uptime of 98%. This includes the repair, replacement of equipment and or software updates.

5.3 Updates. The contractor is responsible for providing and installing manufacturer designed and issued field modifications, safety corrections and revisions for correcting software and equipment deficiencies at no additional cost to the Government.

5.4 Contractor Furnished Property and Material. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract.

5.5 Equipment Modification Upgrades. Provide software updates to the Government. Installation of updates will be left to the discretion of the Government. All supplied software is to be warranted current and free of defects such as viruses. This includes currently existing computers software support of the various systems. The contractor will notify the Government within 30 days of new updates released to all software and finalize arrangements for contractor representation to come onsite and install new updates to meet the technical requirements of the new versions of software being deployed to the systems. Operating systems are not included within software updates.

5.6 Additional Charges. There will be no additional charge for time spent at the site awaiting the arrival of additional field service technicians and/or delivery of parts.

5.7 Service beyond the Scope of the Contract

a. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the IWTC VB N4 and SSO, in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment, which the Contractor considers they are not responsible for under the terms of this contract.

b. At the same time of the notification, the Contractor shall furnish the IWTC VB N4 with written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract will not be covered under this contract, but shall be ordered under a separate purchase order.

6.0 Preventive Maintenance (PM)/Calibration

a. Preventive maintenance shall be performed in accordance with the Original Equipment Manufacturer (OEM) recommendations on a mutually agreed upon schedule between the Government and the selected vendor. The Contractor shall contact IWTC VB N4 within 30 days of award to schedule preventive maintenance inspections.

b. At a minimum, the contractor shall provide semi-annual inspection and testing of the IDS and ACS systems within the period of performance.

c. The contractor shall perform PM Service to ensure that the equipment listed under this contract performs in accordance with Conformance Standards. PM services shall, at minimum, include the system services at the frequencies recommended by the original equipment manufacturer. These services must include, but need not be limited to:

6.1.1 Cleaning of equipment.

6.1.2 Calibrating and lubricating the equipment.

6.1.3 Performing remedial maintenance of a non-emergency nature.

6.1.4 Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn before the next PM, except glassware.

6.1.5 Inspecting for wear and fraying, and replacing where necessary, electrical wiring, cables, bushings and dielectric as necessary.

6.1.6 Measuring, adjusting and calibrating as necessary for optimal image quality.

6.1.7 Inspecting, and replacing where indicated, all mechanical components including, but not limited to; cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, and keyboards, for mechanical integrity, safety, and performance.

6.1.8 Returning the equipment to the operating condition defined in the OEM’s Conformance Standards.

6.1.9 Providing documentation of services performed.

6.1.10 Inspecting output devices, e.g. monitors, cameras and processors. Calibrate or recommend calibration if appropriate.

6.1.11 Consulting with the equipment operator(s) regarding equipment performance.

6.2 All exceptions to the PM schedule must be arranged and approved in advance with the TPOC.

7.0 Unscheduled/Corrective Maintenance.

a. Normal Working Hour Maintenance Coverage - Maintenance Coverage will be Monday through Friday, between 8:00 A.M. to 5:00 P.M. A field service technician shall respond via telephone within 60 minutes after receipt of trouble call, and provide on-site service no later than 4 hours after receipt of notification and will proceed progressively to completion without undue delay. For example, if a call is placed during coverage hours and no sufficient prescribed coverage hours are remaining in the day, the field service technician should be on site at the beginning of the next coverage day. e.g. if hours of coverage are 8:00 am to 5:00 pm, with a four (4) hour response time, and a call is placed at 4:45 pm, Monday, August 10th, the FSE shall be on-site to service by 8:00 am, Tuesday, August 11th.

b. Emergency Service Coverage - In the event that emergency services outside the normal working hours are required by the Government, additional work shall be accomplished under a separate purchase order or via the customer’s Government Purchase Card (GPC). After hours’ support must be approved by the TPOC and authorized via purchase order or GPC prior to commencing service.

c. Government request for corrective maintenance will be placed by IWTC VB N4, SSO, COR, or the designated alternate, to the Contractor’s POC. Corrective Maintenance shall be completed during the hours specified in the contract.

d. Contractor’s response to requests for service may include telephone consultation with the equipment user/operator and a Contractor Field Service Technician. Telephone consultation shall: 1) provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a Field Service Technician; and 4) to identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

e. Contractor’s pricing shall be inclusive of all cost including parts, labor, travel and shipping, unless otherwise indicated.

7.1 Contractor shall respond to all intervening service calls necessary between scheduled PM's and calibrations.

7.2 All required parts (including shipping) and service shall be furnished as part of this contract without additional cost to the government. Computer equipment required to support software updates to be included in the contract at no additional cost to the Government.

7.3 Maintenance actions. Once a maintenance action is initiated, it shall be continuous until the task is complete. Compliance shall be manifest by continuous presence of the FST on the job site, unless waiting for delivery of replacement parts.

8.0 Parts

The contractor shall be able to furnish and replace parts to meet uptime requirements. The following requirements apply to parts provided under this contract.

8.1 The Contractor shall at their expense; replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM.

8.2 The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. In the event that replacements parts are required to be shipped. Shipping shall be performed in the fastest reasonable means possible (i.e., next day air) at no additional cost to the Government.

8.3 Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor. Replaced items shall be properly disposed of at no additional cost to the Government (contractor to pay all “environmental fees” where required).

8.4 Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor.

9.0 Equipment Modifications

9.1 The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from the IWTC VB N4 prior to the Contractor installation of any modification, alteration, or upgrades.

9.2 The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM.

9.3 The Government shall not alter the system without prior notification to the Contractor.

9.4 The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract.

10.0 Removal of Government Property

a. Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify IWTC VB who will make arrangements for the Contractor to remove the item to the Contractor’s designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. The Contractor shall provide a detailed description of removed items. For associated items / accessories, contractor is to provide a detailed description and quantities of items to be removed. Description to include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items / sub-assemblies / accessories are repaired via “Repair by Replacement” a detailed description of replaced items is to be included upon return of repaired components.

b. All charges resulting from a Contractor determined requirement to transport Government owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the Contractor.

11.0 Contractor Report Requirements

11.1 During normal duty hours, the FST shall check-in with the IWTC VB N4 or SSO upon arrival at the Government site and again prior to departure. The FST shall personally notify IWTC VB N4 of problems that result in the equipment being left disabled upon their departure. After normal duty hours, Contractor FST shall notify the Officer of the Day at building 420.

11.2 Reporting Required Services beyond the Contract Scope. The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the TPOC, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the Contracting Officer and COR with a written estimate of the cost to make necessary repairs, and a full technical description.

12.0 Condition of Existing Equipment. The contractor shall inspect the condition of equipment within 30 days after contract award. Failure to inspect equipment within 30 days after contract award will not relieve the contractor from performance of the requirements of this contract. The contractor accepts responsibility for the equipment in "as is" condition after 30 days of award.

13.0 Claims of Government Misuse or Abuse. If the contractor claims any service calls are the result of government abuse or misuse, the damage must immediately be shown on the System Maintenance Record and verified by the TPOC and approved by the Contracting Officer before repairs are made. The Contracting Officer will resolve disagreements as to responsibility.

14.0 Government Furnished Property, Materials and Services.

a. 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.

b. 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.

c. The Government will operate the system in accordance with the instruction manual provided by the OEM.

d. The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor’s personnel.

15.0 Combatting Trafficking in Person (CTIP): The Department of Defense (DOD) has a zero tolerance policy regarding trafficking in persons. FAR Subpart 22.17: Prescribes overall federal regulation implementing 22 U.S.C. 7104 which applies to all acquisitions. Requires government contracts to (a) Prohibit contractors, contractor employees, subcontractors, and subcontractor employees from engaging in trafficking in persons during the period of performance of the contract. See FAR Provision 52.222-56 and FAR Clause 52.222-50.