Q&As_NAMA-17-Q-0126.pdf

Notice of Intent to Sole Source

NAMA-17-Q-0126

Exhibit Preventative Maintenance and Repairs Services

Questions and Answers

Question#1: “What does the current “Exhibit Technical Systems” entail? Do you have any photos and descriptions that could be shared?”

Answer #1: Please see attached Performance Work Statement (PWS).

Change(s): None.

Question #2: “Does it need to be serviced there in Lorton, VA, or is the place of performance somewhere else?

Answer #2: The stated place of performance is: 700 Pennsylvania Avenue, NW, Washington, District of Columbia 20408, United States

Change(s): None.

Question #3: “Any description of the type of monthly preventative maintenance and “Additional Services” you can provide is helpful as, in our experience, every exhibit varies in materials and design.”

Answer #3: Please see attached PWS.

Change(s): None.

PERFORMANCE WORK STATEMENT (PWS)

Bi-Monthly Exhibits Preventative Maintenance and Repair Services for the National Archives Museum at Archives I (Washington, D.C.)

1.0 BACKGROUND

1.1 The Public Vaults, Records of Rights and the Orientation Plaza are permanent exhibits of the National Archives and Records Administration (NARA) in the National Archives Building, located at 700 Pennsylvania Avenue, in Washington, DC. Over one million visitors a year visit the exhibit spaces combined boasts 13,000 square foot comprised of cases, interactive units, contextual wall graphics, etc. The original exhibit, The Public Vaults opened in November 2004, after being designed by Gallagher, Inc.; and fabricated/produced by Design & Production, Second Story, and Northern Light Productions. In November 2013, The Records of Rights exhibit and Orientation Plaza were added. They were designed by Gallagher, Inc.; and fabricated/produced by Design & Production, Second Story, and Cortina Productions. The galleries themselves are fabricated with a multitude of exhibit construction materials including hardwoods, medium density overlay (MDO), glass, acrylic, metals, carpet, tile, and the use hundreds of different kinds of hardware from screws to fasteners, to adhesives and finishes.

1.2 The exhibits are highly interactive:

Exhibit Interactives Audio Visual Features

The Public Vaults

22 touch screen interactives;

7 manual interactives

8 audio interactive station; and 17 audio/video displays

The Records of Rights

2 touch screen interactives;

A 6-monitor interactive touch table with 12 mosaic mimic/attract display monitors; and 2 manual interactives

3 audio/video displays

Orientation Plaza A 6-panel (2 pairs of 3) programmable museum orientation wall

3 interactive touch screen orientation maps; and An 8-screen integrated introductory film

Two separate customized systems manage the control of these galleries including their daily schedules and custom exhibit lighting systems.

2.0 STATEMENT OF NEED

NARA requires the services of a firm specializing in the maintenance of museum exhibits, including structural, audio, visual, lighting, and other technical systems, to provide recurring preventive maintenance, as well as, repair services as needed for its Public Vaults, Records of Rights, and Orientation Plaza exhibits. The Contractor shall provide all labor, material, parts, transportation and tools necessary to provide the required services. Regular preventive maintenance is essential to keeping NARA’s Public Vaults, Records of Rights, and Orientation Plaza exhibits operable.

2.1 SCOPE

2.1.1 Preventative Maintenance Exhibit Technical Systems. Perform bi-weekly (twice per month) on-site preventative maintenance of exhibit systems, including all audio, video, and computer systems for three (3) exhibits at the National Archives Museum: The Public Vaults, Records of the Rights, and Orientation Plaza. Rotation, is authorized in order to cover all machines once quarterly. Preventive maintenance will be performed between the hours of 6:00 AM and 10:00 AM, on either a Monday or Tuesday.

2.1.2 Preventative Maintenance Exhibit Structures. Perform monthly (once per month) on-site preventative maintenance of exhibit structures, including all exhibit and mechanical interactives, for three (3) exhibits at the National Archives Museum: The Public Vaults, Records of the Rights, and Orientation Plaza. Preventive maintenance will be performed between the hours of 6:00 AM and 10:00 AM, on either a Monday or Tuesday. Update any service records.

2.1.3 Repairs. A repair is defined as unexpected or unplanned work to prevent a breakdown of a piece of equipment or a system; to put it back in service after a breakdown or failure; or to correct or prevent a structure problem. Repair work will be separately reimbursed under Additional Services.

2.1.3.1 Routine Repairs. The Contractor is required to provide the appropriate technical personnel the morning following any reported system malfunctions, to address on-call repair service issues including warranty and non-warranty requests. The Contractor will provide the Contracting Officer’s Representative (COR) a written explanation of the needed repair (including at a minimum: a price estimate for the work and/or material required for the repair, and estimated completion date), and await the COR’s approval before ordering parts and/or making a repair. Routine repairs will be performed between 6:00 AM and 10:00 AM, Monday through Friday.

If during the performance of preventive maintenance services outlined above in paragraphs 2.1.1 and 2.1.2, it becomes necessary to perform a repair, the Contractor will notify the COR, provide a written explanation of the needed repair (including at a minimum: a price estimate for the work and/or material required for the repair, and estimated completion date), and await the COR’s approval before ordering parts and/or making a repair.

2.1.3.2 Emergency Repairs. Repairs that require the Contractor mobilize personnel the same day or after normal business hours (between 5:30 PM and 10:00 AM). The Contractor shall provide unlimited telephone support for system operation. The Contractor shall provide the COR a written explanation of the needed repair (including at a minimum: a price estimate for the work and/or material required for the repair, and estimated completion date), and await the

COR’s approval before ordering parts and/or making a repair. Parts shall not be purchased and repairs shall not be made without COR approval.

2.2 Period of Performance. The aforementioned services are required for one 12-month Base Year plus four 12-month option years.

2.3 Place of Performance. National Archives Building, 700 Pennsylvania Avenue, Washington, DC.

3.0 ADDITIONAL SERVICES

The Contractor will be separately reimbursed for any work, requested and authorized by the Government that is not covered in the firm fixed-price requirement stated in the Performance Work Statement (PWS). Examples of Additional Services include, but are not limited to routine repairs and emergency repairs, discussed respectively herein in paragraphs 2.1.3.1 and 2.1.3.2.

There is no guaranteed minimum quantity of work to be ordered under the Additional Services portion of this task order, cumulative, or per task order year. The Government is not obligated to place any orders under this task order for Additional Services.

4.0 PERSONNEL

4.1 General Requirements. To be successful in the completion of this project, the Government requires one or more members of the Contractor’s proposed team proven expertise in maintaining the structural, audiovisual, and computer systems of museum exhibits and be certified in the following:

● Media Systems Integration

● AMX

● Medialon

● Network

● Alcorn McBride Control

● Planar

● ETC

● IT Protocol and Communication Networking, including with A/V Systems

● Extron

● Christie/Digital Projection

● Media Display (NEC/Samsung/Marshall)

● Audio (Rane/Dakota/Wohler)

● Multi-Touch Overlay (PQ Labs)

● PLC

● Exhibit Maintenance Proficiency

5.0 DELIVERABLES

5.1 Monthly Reporting. The Contractor will provide the COR with monthly, written status reports no later than the second business day of month. It may be submitted electronically to the

COR in a format compatible with Microsoft Office 2013 or Adobe Acrobat Reader 11.0. At a minimum the Monthly Status Report will address:

● The preventive maintenance work performed during the previous 30 days and any exceptional findings (e.g. failures, recommended repairs)

● Repair work performed during the previous 30 days

● The quantity, description of , status, and estimated completion date of any repair work in progress

● Contractor personnel actions requiring the COR add or remove access

● Problems or potential problems affecting or with potential to affect performance

5.2 Preventive Maintenance Findings. Upon completion of each preventive maintenance visit and prior to leaving the site, provide the COR a written report or checklist documenting the preventive maintenance action taken for each exhibit structure and/or exhibit technical system during a PM service, to include the name of the structure or technical system, action performed (e.g. adjustments, cleaning, tests, etc.), readings (if applicable), performance failures (if any), problems encountered (if any), recommendations (e.g. needed repairs with estimated price and completion).

6.0 QUALITY ASSURANCE

The Government will evaluate the Contractor's performance under this order. The COR will perform surveillance on those tasks listed in PWS Attachment 1, Performance Requirements Summary (PRS), and will record all surveillance observations. The COR will maintain a file of all inspection results. Government surveillance of tasks not listed in PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Service clause) may occur during the performance period of this order. Such surveillance will be done according to standard inspection procedures or other purchase order provisions.

PWS ATTACHMENT 1

PERFORMANCE REQUIREMENTS SUMMARY

A. PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any contract requirement from the PRS does not limit the rights or remedies of the Government within the purchase order. The PRS chart below provide the following information.

1. Service. Lists the minimum PWS requirements that the Government will inspect.

2. Standard. Defines the standard of performance for each listed service and PWS paragraph.

3. Method of Surveillance. Sets forth the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

4. PRS Chart.

REQUIREMENT

SUMMARY ITEM

(RS)

PERFORMANCE

STANDARD

PERFORMANCE

LEVEL

METHOD OF

SURVEILLANCE

(RS-1)

PWS Paragraph 2.1.1

Contractor shall provide qualified personnel to perform preventative maintenance twice per month.

Contractor to be on time, arriving at 6:00AM and leaving at 10:00AM 90% of the time 15-minute grace period for arrivals

Periodic Surveillance of contractor by COR

(RS-2)

PWS Paragraph 2.1.2

Contractor shall provide qualified personnel to perform preventative maintenance once per month.

Contractor to be on time, arriving at 6:00AM and leaving at 10:00AM 90% of the time 15-minute grace period for arrivals

Periodic Surveillance of contractor by COR

(RS-3)

PWS Paragraph 3.0

Promptly perform Additional Services work. Completed within 48 hours from date of written Additional Services Request acknowledgement.

95% of the number of Additional Services Requests

Periodic surveillance

B. GOVERNMENT QUALITY ASSURANCE. PWS Attachment 2, Quality Assurance Surveillance Plan, describes how the Government will inspect, in conjunction with this PRS, and how the COR, the Contractor, and the CO will communicate to ensure satisfactory performance of contract requirements.

C. CONTRACTOR PAYMENT. The Contractor is responsible for meeting the total performance requirements of this purchase order. The Government and the Contractor will follow the guidance as specified in FAR 52.212-4(a), Inspection/Acceptance for work that either cannot be re-performed or is otherwise less than satisfactory.

PWS ATTACHMENT 2

QUALITY ASSURANCE SURVEILLANCE PLAN

I. INTRODUCTION. This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Contracting Officer’s Representative (COR) an effective and systematic surveillance method for each listed service on the PWS Performance Requirements Summary (PRS)—Attachment 1.

The QASP describes a systematic method to evaluate the services the Contractor is required to furnish.

Any non-conformance with purchase order requirements is a “defect.” A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject PWS paragraph(s). Examples of defects that will be recorded include, but are not limited to:

a. Failure to perform a required task;

b. Failure to take corrective action to prevent reoccurrence of less than satisfactory performance; or

c. Performance of less than satisfactory work (quality work consists of completing the work in accordance with the appropriated PWS specifications, Archives I and Archives II requirements, manufacturer’s recommendations, or best industry practices).

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the purchase order. The Government will follow the guidance in FAR 52.212-4(a), Inspection/Acceptance when performance is other than satisfactory.

Good management and use of an adequate quality control (QC) plan will allow the Contractor to operate within specified performance requirements. CORs are to be objective, fair, and consistent in evaluating Contractor performance against the standards. The main emphasis is on quality performance.

HOW TO USE THE SURVEILLANCE PLAN

II. ACTUAL SURVEILLANCE. Actual surveillance will be performed on a random sampling basis, customer complaint, periodic basis or 100% as specified in the PRS in conjunction with the Performance Work Statement.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the CO including any proposed purchase order deductions.

III. SURVEILLANCE METHODS. Services must have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are random sampling, 100% surveillance or periodic surveillance. Customer complaints will not solely be used to judge actual performance but will be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further or future surveillance.

IV. INFORM CONTRACT PROJECT MANAGER (PM).

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Contractor (or Contractor’s Quality Control Inspector) of any defect(s) that may need to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance. Performance issues should also be an item of discussion during the weekly Contractor /COR program status meetings.

b. CDRs should be used to officially notify the Contractor of a performance problem. CDR use includes notifying the Contractor of:

(i) Non-performance or less than satisfactory performance when the Government elects not to have the Contractor re-perform the service;

(ii) Failure of the Contractor to re-perform non-performed or less than satisfactory performed services;

(iii) Non-performed or less than satisfactory services that cannot be re-performed due to the nature or the timing of the required services; and

(iv) Continuous less than satisfactory service whether the service is re-performed or not.

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Contractor PM for the Contractor’s response and comments. The Contractor will have 7 calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward the Contracting Officer any CDR requiring further action (purchase order interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the Contracting Officer recommended actions with supporting rationale.

V. REVISIONS TO QASP. Revisions to this surveillance plan are the responsibility of the NARA COR and the Contracting Officer.