ActiVu_STATEMENT_OF_WORK.pdf

STATEMENT OF WORK (SOW) FOR

PREVENTATIVE AND REMEDIAL MAINTENANCE ON VIDEO WALL AND EQUIPMENT

PORTSMOUTH NAVAL SHIPYARD, KITTERY, ME

1. SCOPE OF WORK: At present, the Portsmouth Naval Shipyard is in possession of a video wall and multiple pieces of supporting equipment, including servers, for which maintenance services are required to ensure operational availability. The maintenance services shall include three types of service: Preventative Maintenance (PM) scheduled, on call Remedial Maintenance (RM) unscheduled, and telephone/ email support.

2. GENERAL. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform the maintenance services indicated in this SOW for the Government owned video wall equipment located at Portsmouth Shipyard, Kittery, ME unless otherwise specified by the Government. In some cases, materials and/or equipment may be more readily accessible by the Government. The Contractor must complete all work In Accordance With (IAW) the terms and conditions specified herein. All references in this SOW to “Contractor Personnel” include both Contractor employees and subcontractors. The Government and the Contractor understand that the services to be provided under this contract by the Contractor are non-personal services and that no employer-employee relationship exists between the Government and the Contractor. The Government may provide technical direction which will assist the Contractor in accomplishing the maintenance IAW the SOW; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the SOW, except where safety of personnel is at risk. The Contractor shall, at no time, perform any maintenance action (PM or RM) without a representative of the Information Systems Department (Code 109) of Portsmouth Naval Shipyard present.

3. PERIOD OF PERFORMANCE. Maintenance services shall be performed during the base year period as shown in the contract. This should reflect the expiration and renewal dates on the ActiVu support agreement.

4. PREVENTATIVE MAINTENANCE (PM) (Scheduled). This maintenance service includes the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition in accordance with manufacturer’s recommended preventative maintenance tasks. PM services shall include, but are not limited to:

4.1 Overall inspection of video wall to include all wall components.

4.2 Ensure servers are running the latest version of the software and firmware including the latest patches.

Contractor shall provide on-site guidance to Information Systems representative for work on ActiVu servers and software. Because of the classification of the network, only PNSY Information Systems representatives may perform this work.

4.3 Check with the Information Systems Department for any outstanding bugs known to exist in the software for resolution.

4.4 A thorough review for any equipment associated with the video wall, including the servers, subject to a product recall.

4.5 A complete test of the video wall’s functionality.

4.6 Overall cleaning of internal and external components.

4.7 The Contractor shall perform preventative maintenance services as recommended in the manufacturer’s maintenance manual. The Government will provide available maintenance manuals;

however, if the Government does not have the maintenance manual, the Contractor shall be responsible for obtaining the manual. All replacement parts, materials, environmental compliance and Contractor personnel transportation used for preventative maintenance services shall be included in the contract unit price for preventative maintenance service.

4.8 The Contractor shall be responsible to perform PM on the video wall at Portsmouth Naval Shipyard on an annual basis.

4.9 All repairs required as a result of preventative maintenance inspection shall be accomplished under Remedial Maintenance, with the approval of the Government.

5. REMEDIAL MAINTENANCE (RM) (Unscheduled). This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. The Government will advise the Contractor of the suspected problem and request an evaluation either via telephone or by an onsite visit. The Contractor will inspect the equipment and advise the Government of the problem and provide a cost estimate as soon as feasible. In all cases, remedial maintenance services will take place on active video wall system governed under more strict government requirements. The Contractor will begin repairs only after approval by the Information Systems Representative (or a designated representative). If repairs are more extensive, or cost more than originally estimated, the Contractor will obtain the approval of the Government before continuing work.

5.1 The Contractor shall provide the Government with a point of contact and telephone number to receive and respond to remedial maintenance service requests. The Contractor shall ensure that this telephone number is monitored to guarantee a response, not to exceed 2 hours, to RM service requests.

5.2 Travel costs. Travel costs incurred as a result of Remedial Maintenance are included in the cost of the maintenance contract.

6. MAINTENANCE PERFORMANCE SCHEDULE. Preventative maintenance services shall be completed within 5 business days of scheduled service, unless otherwise approved by the Government.

6.1 The Contractor shall ensure adequate personnel are available to report to Portsmouth Naval Shipyard in response to verbal notification of remedial maintenance services requests within a period not to exceed 24 hours. This response time may be relaxed at the discretion of the Government based on individual circumstances. Upon arrival on site, Contractor personnel shall report to the Information Systems Representative or designated Government representative. The Contractor shall continue remedial maintenance services until such time as the Video Wall equipment is returned to full operational capability or as otherwise instructed by the designated Government representative.

7. REPLACEMENT PARTS/PRODUCTS. The Contractor shall use only new parts, or parts which have been refurbished to “like new” condition which enable the part to function or operate at a level equal to the specification of the original equipment. The invoice and work order shall indicate if a “like new” part has been installed or used in the repair of the equipment.

7.1 Parts used for preventative maintenance shall not be invoiced separately but shall be included as part of the PM cost.

7.2 Replacement parts required in the performance of RM shall be invoiced to the Government in accordance with the terms and conditions of this contract.

7.3 Replacement parts used in the performance of this contract shall be the same or equal to those recommended by the manufacturer’s technical manuals or specifications.

7.4 The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

7.5 The Contractor shall provide a written estimate to the Contracting Officer prior to purchasing/installing non-warranty parts. Purchase/installation must be approved in advance in writing by the Contracting Officer.

8. MAINTENANCE SERVICE DOCUMENTATION. The Contractor shall provide the Government with a maintenance service document for all PM and RM services provided.

8.1 Each maintenance service document shall contain the information listed below, as applicable to PM or RM services, and shall be submitted within 5 working days after completion of the maintenance services. Either electronic or hard copy delivery is acceptable:

8.1.1 Date and time of service call notification and arrival at Government location.

8.1.2 Manufacturer, model, serial number and location of the equipment involved.

8.1.3 For PM, the labor hours spent and tasks performed.

8.1.4 For RM, labor hours and associated labor rates worked.

8.1.5 For PM and RM, all replacement parts used by part number, part name, quantity and cost per unit.

8.1.6 Description of malfunction and work/service performed, and corrective action taken if action is a repair.

8.1.7 Legibly printed name of Contractor personnel who accomplished work.

8.1.8 A total dollar amount due for services rendered based on the above work performed.

9. CONTRACTOR PERSONNEL. Contractor personnel shall wear required Government furnished badge, and be easily recognized. This may be accomplished by Contractor personnel wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges which contain the company name and employee’s name.

9.1 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Portsmouth Naval Shipyard.

9.2 The Contractor shall assure that Contractor personnel completely understand the requirements of this Statement of Work. All Contractor service technicians must have sound mechanical aptitude and ability; must have basic understanding of machinery, both mechanical and electrical; must have the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All Contractor service technicians must have working knowledge of diagnosis and repair for the types of equipment included in this SOW and be capable of diagnosis and repair.

10. QUALITY CONTROL PLAN. The Contractor shall establish and maintain a complete Commercial Quality Control Plan to ensure the requirements of the contract are provided as specified.

10.1 The plan shall include an inspection system covering both preventative and remedial maintenance repairs required by this contract. The plan must ensure that quality service levels are maintained throughout contract performance.

10.2 The Contractor shall maintain records of all inspections conducted by the Contractor and any necessary corrective action taken. This documentation and all records and schedules, as described in the SOW, that are the responsibility of the Contractor, are the property of the Government and shall be made available to the Government during the term of the contract.

11. MAINTENANCE SUPPORT HOURS. The Contractor shall provide preventative maintenance (PM) support services Monday through Friday between the hours of 0830 and 1730, excluding federal holidays.

11.1 The Government observes the following federal holidays:

11.1.1 New Year’s Day 1 January

11.1.2 Martin Luther King Jr. Birthday Third Monday in January

11.1.3 Presidents Day Third Monday in February

11.1.4 Memorial Day Last Monday in May

11.1.5 Independence Day 4 July

11.1.6 Labor Day First Monday in September

11.1.7 Columbus Day Second Monday in October

11.1.8 Veterans Day 11 November

11.1.9 Thanksgiving Fourth Thursday in November

11.1.10 Christmas 25 December

If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform PM services on these days. Also, in the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor-scheduled PM, service date, the Government will advise the Contractor on whether PM services should be performed for that day or services should be rescheduled.

11.2 The Contractor shall provide remedial maintenance support services Sunday through Saturday, including federal holidays, between the hours of 00:00 and 23:59.

12. ENVIRONMENTAL COMPLIANCE. The Contractor shall comply with all Federal, State and Local regulations as well as NAVSEA installation rules and policies regarding the use, storage, transport and disposal of hazardous materials and wastes.

12.1 The Contractor shall provide a Material Safety Data Sheet (MSDS) to the Contracting Officer or Government for any chemicals brought on site to perform the requirements in the contract and shall provide the MSDS to the Contracting Officer or Government prior to bringing the chemicals to the worksite.

13. SECURITY REQUIREMENTS. The Contractor or authorized representative shall submit to the Government a roster, on company letterhead, identifying all Contractor personnel who will be performing work under this contract and require access to the equipment for which maintenance services are required.

13.1 The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the Government when any Contractor personnel changes occur:

13.1.1 Name (last, first, middle initial), aliases

13.1.2 Status (type of employment)

13.1.3 Name of company

13.1.4 Office Phone

13.1.5 Home address

13.1.6 Date of birth

13.1.7 Weight, height, color hair and eyes

13.1.8 Length of anticipated employment

13.1.9 Social Security Number

13.2 The roster shall be furnished to the Government within 5 business days after the date of contract award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the Government within 5 business days. The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract. The information will be used for completion of the Form PTSMH 5521/11486 (Local Visitor Request Form), completed by the Government for the NAVSEA Portsmouth Site Security Officer.

13.3 Contractor personnel must bring personal identification which indicates proof of citizenship, such as an original birth certificate or current Passport, and all completed forms to the Site Security Officer for badge photograph and identification when notified by the Government.

13.4 The Contractor and Contractor personnel shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to the base. The Contractor is responsible for insuring the badges are returned within three calendar days of employee termination or contract completion.

13.5 The Contractor shall prohibit the use of Government issued keys or Electronic Access Cards by any persons other than Contractor personnel. The Contractor shall prohibit the opening of locked areas by Contractor personnel to permit entrance of persons other than Contractor personnel engaged in the performance of assigned work in those areas.

14. SAFETY REQUIREMENTS. Work Site Operational Safety Environment – Contractors and non-PNS Government Agencies (NPGAs) shall be responsible to read and understand the requirements of OSHECM Chapter 250 and can see an electronic copy of OSHECM Chapter 250 (latest revision) by using the following web site:

http://www.navsea.navy.mil/Portals/103/Documents/NNSY/OSHECM%20Chapter%20250- Modified%20for%20Public%20Access.pdf The Contractor shall provide and require their personnel to wear personal protection equipment (PPE) (e.g., hearing protection, eye protection, gloves, steel-toed shoes or boots, aprons, masks, face shields, reflective vests, safety harnesses for fall protection in accordance with OSHA CFR 1926 (construction) and CFR 1915 (shipyard) standards. The contractor is required to follow all appropriate lockout/tag out requirements as specified by OSHECM Chapter 250 and CFR 1915.89. Contractor shall conform to all applicable safety and occupational health standards published in the Federal Register or any other Occupational Safety and Health Administration (OSHA) Public Laws and ensure employees observe safety, traffic control, and fire prevention requirements in effect at the site.

14.1 The Contractor shall notify the Contracting Officer or Government immediately (within one (1) hour) of the occurrence of any accidents and incidents resulting in either personal injury, loss of life, property damage to a government facility or equipment.

14.2 The Contractor shall inform personnel in the process of pursuing recognition under the Occupational Safety and Health Administration’s (OSHA) Voluntary Protection Program (VPP). The Contractor is not required to “certify” to VPP, but employees must be aware of the VPP and the Shipyard’s efforts towards the recognition.

15. GOVERNMENT-FURNISHED FACILITIES AND SUPPORT SERVICES.

15.1 Work area: The Government will make available during performance of this contract work spaces close to equipment location. The Contractor shall be responsible for the orderliness and cleanliness of all areas utilized in the performance of this contract. These areas will be neat and clean, free from fire and safety hazards and unsanitary conditions.

15.2 Utilities: The Government will make available at no cost to the Contractor water and electricity for Contractor connection at Government provided work areas. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities and shall include the following:

15.2.1 Lights shall be used only in areas where and when work is actually being performed.

15.2.2 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the Contractor or by Contractor personnel in Government areas unless authorized.

15.2.3 Water faucets or valves shall be turned off after use.

15.2.4 Government telephones shall not be used for personal reasons. Telephone access will be made available for the Contractor’s use for approved calls only. All calls require prior authorization by the Government. Unauthorized calls by the Contractor will be reported to the Contracting Officer for resolution.

16. EMERGENCY MEDICAL SERVICES. The Government will provide emergency medical treatment and emergency patient transportation service for Contractor personnel. The Contractor shall reimburse the Government the cost of medical treatment and patient transportation service at the current impatient or outpatient treatment rate as appropriate. Telephone number for Urgent Care is: 2333 from a Portsmouth Naval Shipyard phone or 911.

17. GOVERNMENT OBSERVATIONS. Government personnel other than representatives from the Information Systems Representative Electrical Shop may, with Contractor/Government coordination, observe or inspect Contractor operations. These personnel may not interfere with Contractor performance.

18. DOCUMENTATION AND RECORDS. All documentation, records, and schedules, as described in this SOW, which are the responsibility of the Contractor, are the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract. All documentation, records, and schedules are subject to the Freedom of Information Act and privacy Act.

END OF STATEMENT OF WORK