NGA RFP 12-409 final.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE 17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 3/2005)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITON IS

UNRESTRICTED OR

NAICS:

SIZE STANDARD:

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

EMERGING SMALL

BUSINESS

8(A)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

NGA RFP 12-409

g-spotts Typewritten Text g-spotts Typewritten Text

STANDARD FORM 1449 (REV. 3/2005) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

NGA RFP 12-409

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND

PRICES/COSTS

B.1. SUMMARY OF REQUIREMENTS

The National Gallery of Art (NGA, the Gallery) is located on the National Mall between Third and Ninth Streets at Constitution Avenue, NW, in Washington, DC. Its mission is to serve the United States of America in a national role by preserving, collecting, exhibiting, and fostering the understanding of works of art, at the highest possible museum and scholarly standards. To facilitate that mission, the Gallery requires maintenance and repair services for the Land Mobile Radio Systems (LMRS), internal paging system, and cellular signal enhancement system at the National Gallery of Art; a modernization plan for these systems; and a radio handset replacement program.

B.2. CONTRACT TYPE

The National Gallery of Art intends to award a Firm Fixed Price contract with Indefinite Delivery Indefinite Quantity (IDIQ) line items with an annual Not to Exceed (NTE) amount, and IDIQ modernization task orders.

B.3. MODERNIZATION

Over the course of the contract, it is the Gallery’s intention to replace, update or otherwise modernize the equipment included in this contract. Modernization will be accomplished through task orders. The Gallery may request the Contractor’s assistance with developing a modernization plan.

The Gallery reserves the right to accomplish modern-ization through other contractual means.

B.4. PERIOD OF PERFORMANCE

The contract shall be awarded for a one-year Base Period, and four one-year Option Periods.

Option Periods shall be exercised at the sole discretion of the Gallery.

Base Period Date of award – March 31, 2013 Option Period 1 April 1, 2013 – March 31, 2014 Option Period 2 April 1, 2014 – March 31, 2015 Option Period 3 April 1, 2015 – March 31, 2016 Option Period 4 April 1, 2016 – March 31, 2017

B.5. INCENTIVE YEARS

As an incentive, the Gallery contemplates award of five (5) additional one-year Option Periods (“Incentive Option Period”) for exceptional performance and outstanding customer service without additional competition. Pricing for each Incentive Option Period shall be negotiated prior to it being exercised, and shall be commensurate with the then-current Service Contract Act wage determination.

B.6. PRICING

See “Radio Maintenance—Price Schedule” in Section J.

B.7. PROPOSAL CHECKLIST

An Offeror’s proposal must contain the following:

1. The Offeror’s DUNS number

2. A completed Section K

3. A clear response to each of the Evaluation Factors in Section L

4. Corporate Viability information

5. A completed Price Proposal on the spreadsheet in

Section J (electronic copy available upon request)

SECTION C – STATEMENT OF WORK

C.1 SCOPE OF THE CONTRACT: This contract will provide maintenance and repair services for the Land Mobile Radio Systems (LMRS), internal paging system, and cellular signal enhancement system at the National Gallery of Art. The period of performance will be from the date of award through the end of the fiscal year with four (4) one year options.

C.1.1 BACKGROUND: The National Gallery of Art (referred to hereinafter as the “Gallery”) utilizes a conventional two-way radio communication system, paging system, and cellular telephone signal distribution for the facilities at the East Building , West Building, Connecting Link, Sculpture Garden Pavilion, and Gallery offices in the South and North Buildings at 601 Pennsylvania Avenue, NW. The communication systems comply with the NTIA narrow band requirements and consist of an RF radio site and an in-building distributed antenna system for RF coverage for LMRS portable radio, pager, and coverage enhancement for (Nextel) cell phone services throughout the Gallery.

The radio site equipment has VHF narrow band repeaters, UHF narrow band repeater, UHF Narrow bad simplex base station, VHF paging transmitter, Uninterruptible Power Supplies (UPS), etc. The site also houses a VHF/UHF combiner/multicoupler antenna system, power splitters, and miscellaneous hardware.

The distributed antenna system utilizes 7/8-inch heliax cable, 7/8-inch Plenum rated radiax cable, ½-inch Plenum rated radiax cable, voting receivers, signal boosters, and bi-directional amplifiers for cell coverage, taps, splitters, and antennas.

C.2 GENERAL REQUIREMENTS: The Contractor shall furnish all labor, transportation, equipment, materials, tools, supervision, and management required to provide testing, adjustments, repairs, cleaning, and operational checks of communication equipment at the Gallery in accordance with the specifications provided herein.

C.2.1 Regulations and Guidance: The Contractor shall be responsible for adherence to all applicable standards, regulations, and rules. Failure to inspect the site or to obtain knowledge of the Gallery’s security rules and regulations including, but not limited to, those contained or referenced herein shall not relieve the Contractor from performing the contracted work or complying with established security rules and regulations.

C.2.1.1 Contractor personnel entering the Gallery with personal property, including tools and equipment, will be issued a Gallery property pass signed by an authorized representative of the Gallery. The property pass will be required for the Contractor to exit the Gallery with personal property.

C.2.1.2 Daily parking is not available at the Gallery. Short term parking for loading/offloading of materials and equipment may be provided at the request of the Contractor, but is not guaranteed. Requests for parking shall be forwarded, in writing, to the Contracting Officer’s Technical Representative (COTR) at least 24 hours prior to the date that parking is required. If the Contractor requires parking on Monday, the request shall be submitted to the COTR no later than 10:00 AM on the previous Friday.

C.2.1.3 The Contractor shall be responsible for safeguarding all Gallery property provided for the Contractor’s use. The Contractor shall secure all Gallery facilities, equipment, and materials at the close of each work period.

C.2.1.4 Contractor personnel shall enter and exit the Gallery at the West Building Service Entrance located between 4th and 6th Streets. All Contractor personnel shall sign-in and sign-out at the guard desk for gaining admission to and exiting Gallery spaces.

C.2.1.4.1 All Contractor personnel performing work in Gallery spaces must receive a security clearance from the Gallery’s Administrative Office of Protection Services (AOPS). The Contractor shall submit names and required background information to the COTR within seven (7) working days following contract award.

C.2.1.4.2 Contractor personnel will be issued a “Contractor” badge at the beginning of each day. This badge shall be worn in a visible manner at all times and returned to the security officer when signing out at the end of each work day. Contractor personnel will be responsible for reporting lost or misplaced “Contractor” badges; failure to report missing badges will delay personnel from entering Gallery spaces.

C.2.1.4.3 Contractor personnel will be escorted by AOPS security officers at all times while on Gallery property.

Escorts will be provided at no additional costs to the Contractor. Provision of required escorts shall be coordinated with the COTR.

C.2.1.5 All work shall be performed Monday through Friday between the hours of 6:30 AM and 5:00 PM with the following exclusions: (a) Preventive Maintenance, Inspection, and Service (PMIS) work which requires disruption to the Gallery’s LMRS; (b) PMIS work associated with portable radios; and (c) emergency service call work as defined hereinafter.

C.2.1.5.1 All PMIS work which requires disruptions to the Gallery’s LMRS and PMIS work associated with portable radios shall be performed Monday through Friday between the hours of 5:00 PM and 11:30 PM.

C.2.1.5.1.1 The Contactor shall submit an outage request for the COTR at least five (5) working days prior to the performance of any work requiring disruptions to the Gallery’s LMRS. Outage request forms shall be obtained from the COTR.

C.2.1.5.1.2 The Gallery is “locked-down” between the hours of 12:00 midnight and 6:00 AM; consequently, the Contractor will not be allowed access to Gallery spaces during this period.

C.2.1.6 The Contractor shall obtain a hot work permit for all operations requiring flame-producing devices or operations that generate heat and/or sparks. The Contractor shall not use cutting torches for demolition until the work area has been cleared of flammable materials. When working in confined spaces, such as the interior of ducts and pipe chases, the Contractor shall verify the condition of hidden spaces before commencing flame-cutting operations. The Contractor shall maintain a portable fire suppression device and fire watch for all operations requiring hot work, in addition to all other requirements as specified on the permit.

C.2.1.6.1 The Contractor shall submit a written request to the COTR at least 24 hours prior to the performance of hot work. If the Contractor intends to perform hot work on Monday, the request shall be submitted to the COTR no later than 12:00 noon on the previous Friday. The Contractor shall obtain approval from the COTR and AOPS prior to initiating hot work. Each written request shall include the hours, date, location, personnel, and intended work.

C.2.1.6.2 The hot work permit shall be posted at the job site and available for inspection at all times during the execution of the work.

C.2.1.7 Any product containing toxic or hazardous chemicals used in conjunction with this contract will require Gallery acceptance. The Contractor shall submit a list of the proposed products, including appropriate Materials Safety Data Sheet(s) (MSDS), or accepted equal to OSHA Form No. 20, quoting activity hazard data and chemical components at least ten (10) calendar days prior to intended use. No toxic or hazardous materials will be permitted on Gallery property without written authorization from the COTR and AOPS.

C.2.1.7.1 A listing of toxic and hazardous materials and substances used at the Gallery is located in the AOPS office. The Contractor shall be responsible for viewing this list to become familiar with toxic and hazardous materials and substances that may be present at the work site.

C.2.1.7.2 The Contractor shall meet with the COTR and AOPS prior to disturbing any toxic or hazardous materials encountered at the site.

C.2.1.8 The Contractor shall prevent exposure to Gallery employees/visitors and Contractor personnel from inhalation, absorption, or contact with any material or substance at concentrations exceeding levels specified in the American Conference of Governmental Industrial Hygienists “Threshold Limit Values and Biological Exposure Indexes for 1988 – 1989” and Subpart Z – Toxic and Hazardous Substances of the Occupational Safety and Health Standard. The Contractor shall monitor the use of all toxic and hazardous substances to ensure specified exposure limits are not exceeded.

C.2.1.9 If a utility service must be disconnected due to scheduled contract work, the Contractor shall notify the COTR, in writing, at least five (5) working days prior to the scheduled outage. Outage request forms shall be obtained from the COTR.

C.2.2 Gallery Quality Assurance: The Gallery’s Quality Assurance Surveillance Program is not a substitute for quality control by the Contractor. Findings of unsatisfactory or non-performed work will be documented and a Quality Deficiency Service Report (Attachment A) will be issued to the Contractor. All costs associated with rework shall be the responsibility of the Contractor. The Gallery reserves the right to choose the inspection methods to be used in the implementation of the Quality Assurance program and to vary the inspection methods utilized during the performance of work without notice to the Contractor.

C.2.3 Contractor Quality Control Program: The Contractor shall prepare and maintain a Quality Control

Program (QCP) to ensure that work performed herein conforms to contract requirements. The Contractor’s QCP shall be submitted to the COTR for review and approval within ten (10) calendar days following contract award. The COTR will review the QCP and provide comments to the Contractor within five (5) calendar days following receipt of the plan. The Contractor shall finalize the QCP within five (5) calendar following receipt of the comments. In the event that an agreement cannot be reached, the Gallery reserves the right to direct the QCP.

C.2.4 Workmanship and Material Standards:

C.2.4.1 Standards: All workmanship shall meet the standards specified herein, and shall be accomplished in accordance with approved and accepted standards of the;

(1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, (4) National Gallery of Art Wiring Circular #74 (Attachment 008), and (5) applicable building and safety codes, including, but not limited to, ANSI, NEC, and NFPA.

C.2.4.1.1 When the Contractor completes work on any communication equipment included in this contract, that equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed and shall meet or exceed the electronic performance specifications of the manufacturer (e.g. frequency, output power, receiver and transmitter alignment, etc). Corrective or repair/replacement work shall be carried to completion, including operational checks and cleanup of the work site. Except where noted otherwise, replacement components and systems shall match existing in dimensions, finish, color, design, and original specifications.

C.2.4.1.2 During and at the completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed from Gallery property at the completion of the job and/or at the end of each day work is in progress, whichever is sooner.

C.2.4.2 Replacement, Modernization, and Renovation:

During the term of this contract, the Gallery may replace, renovate, or improve any existing communication equipment at the Gallery’s expense through task orders awarded against this contract. All replacement, improved, updated, modernized, or renovated communication equipment shall become part of this contract and the Contractor’s responsibility for maintenance. In the event that the replacement, modernization, or renovation of any communication equipment results in an increase or decrease in the contract price, the Gallery shall request a proposal from the Contractor for the changed price. The amount of the price change will be negotiated and the contract modified. The Gallery reserves the right to replace, modernize and/or renovate by means not associated with this contract.

C.2.4.3 Warranty Items: Equipment, components, and parts, other than those installed under this contract, shall not be removed, replaced and/or repaired while still under warranty of the manufacturer or installer without prior approval from the COTR. All defects in material or workmanship, defective parts, or improper installation or adjustment shall be reported to the COTR in order to initiate appropriate corrective action. During the post-award/pre-work meeting, the COTR will identify all equipment, in writing, under warranty and the terms of the warranties.

C.2.4.4 Handset Replacement Program The Contractor shall, at the Gallery’s sole discretion provide up to ten (10) ICOM IC-F3021S or approved equal replacement radio handsets each month.

Replacement handsets shall be new and not refurbish or otherwise previously used. Replacement handsets shall include rechargeable battery, antenna and belt clip. Include an equal number of ICOM BC-160 or approved equal desktop chargers. Handsets are included in the IDIQ portion of the contract and shall be paid for with a Gallery purchase card.

C.3 DEFINITIONS – TECHNICAL: As used throughout this contract, the following terms shall have the meaning set forth hereinafter. Additional definitions are included in the “DEFINITIONS” clause in Section I.

C.3.1 Where “as shown”, “as detailed”, or works of similar import are used, it shall be understood that reference is made to this specification and the drawings which accompany this specification, unless stated otherwise.

C.3.2 Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COTR is intended, unless stated otherwise.

C.3.3 ANSI: Abbreviation for the American National Standards Institute.

C.3.4 Adjust: To regulate, settle and/or bring to a more satisfactory state of normal operating condition.

C.3.5 Check: Examine, inspect, test, or verify by trial.

C.3.6 Clean: To remove all dirt, debris, and other deleterious materials.

C.3.7 Component Part: Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

C.3.8 Contractor Representative: Person(s) designated by the Contractor to be his/her authorized representative.

One such person shall serve as the Gallery’s principal point of contact.

C.3.9 Facility: An establishment, structure, or assembly of units or equipment designated for a specific function.

C.3.10 Frequency of Service:

C.3.10.1 Annual: Services performed once during each 12-month period of the contract at intervals of 345 to 385 days.

C.3.11 Inspect: To examine thoroughly; to view closely in critical appraisal.

C.3.12 Maintain: To keep in a state of repair and efficiency; to preserve from failure or decline.

C.3.13 Maintenance: Work which is required to repair or maintain equipment systems in a safe, operational condition, or to restore systems to initial or usable condition by overcoming the effects of wear and tear, shifts in electronic or physical alignment, disaster, damage, or deterioration. New construction or alteration is not included.

C.3.14 NEC: Abbreviation for the National Electric Code.

C.3.15 NFPA: Abbreviation for the National Fire Protection Association.

C.3.16 The term “provided” shall be understood to mean provided in place; that is, furnished and installed, ready for use.

C.3.17 Quality Assurance (QA): A method used by the Gallery to provide a measure of control over the quality of purchased goods and services received.

C.3.18 Quality Control (QC): A method used by the Contractor to control the quality of goods and services produced.

C.3.19 Regular Working Hours: The Gallery’s regular (normal) working hours are from 6:30 AM to 5:00 PM, Monday through Friday, except:

C.3.19.1 Federal holidays; and

C.3.19.2 Other days specifically designated by the Contracting Officer.

C.3.20 Repair: The restoration of a piece of equipment, system, or facility to such condition that it may be effectively utilized for its designated purpose(s). Repair may include adjustment, alignment, overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage, and have not been corrected through maintenance or replacement of the entire system if beyond economical repair.

C.3.21 Replace: To remove damaged, defective, or deteriorated materials or parts and install new materials or parts, as approved.

C.3.22 Required: Demanded as necessary or essential to the satisfactory operation of the equipment or system.

C.3.23 Response Time: Response time is defined as the time allowed the Contractor, after initial notification of a work requirement, to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required.

C.4 GALLERY FURNISHED FACILTIES AND

SERVICES: The Gallery will provide the Contractor the use of certain Gallery owned facilities and services for use in conjunction with this contract. The use of Gallery furnished facilities and services for other purposes is prohibited.

C.4.1 Gallery Furnished Facilities: The Gallery will provide facilities indicated in paragraph C.7.1.3 hereinafter for the Contractor’s usage. The Contractor shall be responsible for the safety and general cleanliness of Gallery furnished facilities and shall take adequate precautions to prevent fire hazards, odors, and vermin.

C.4.1.1 The Gallery may, at the request of the Contractor, provide space for the Contractor to store a lockable gang box for the storage of tools and equipment required on a repetitive basis. The COTR will direct placement of the gang box.

C.4.2 Availability of Utilities: The Gallery will furnish, at no cost to the Contractor, the following utility services at existing outlets as may be required for the work to be performed under the contract:

C.4.2.1 Electricity

C.4.2.2 Fresh Water

C.4.2.3 The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Gallery outlets to the site of work.

C.5 CONTRACTOR FURNISHED ITEMS: Except for items listed in paragraph C.4, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall furnish new parts and components in the performance of maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance and repair of Gallery communication equipment included herein shall be compatible with the system on which it is to be used; shall be of equal or better quality than original system specifications; shall conform to the technical specifications herein; and shall be used in accordance with original design and manufacturer intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall be equal to or exceed the quality of the updated parts.

C.5.1 Materials and equipment: The Contractor shall maintain sufficient off-the-shelf materials and equipment to support work requirements included herein. The unavailability of material and/or equipment shall not relieve the Contractor from the requirement to complete work, including the performance of service calls as defined hereinafter, within the time limits specified. A list of the most commonly replaced and/or mission critical parts— which must be purchased by the Contractor and immediately available to the Contractor at all times—is included in Attachment 009.

C.6 MANAGEMENT: The Contractor shall manage the total work effort associated with the maintenance, repair, and all other services required to ensure fully adequate and timely completion of these services. This includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records, and quality control.

The Contractor shall provide an adequate staff of personnel with the necessary management expertise to ensure the performance of work in accordance with sound and efficient management practices.

C.6.1 Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits. Verbal scheduling and status reports shall be provided when requested by the COTR. The status of any work shall be provided within two (2) hours of the inquiry during regular working hours, and within 24 hours after regular working hours.

C.6.2 Work Schedule: The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Gallery business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, service interruption, and/or customer discomfort.

C.6.3 Staffing: The Contractor shall continuously maintain an adequate staff with suitable management expertise to ensure that work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate work force to complete work in accordance with the time and quality standards specified.

C.6.4 Reports and Records: The Contractor shall submit work completion reports to the COTR within five (5) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in the “Records” paragraph hereinafter. Reports shall be signed and dated by the Contractor.

C.6.4.1 Records: A separate record file shall be established and maintained for each piece of communication equipment included in this specification.

All required records shall be maintained in a legible, complete, orderly, timely, and accurate manner. The Contractor shall submit the proposed format for reporting Preventive Maintenance, Inspection, and Service (PMIS) work to the COTR for review and approval within five (5) working days following contract award. The Contractor shall include the following data in the appropriate record:

C.6.4.1.1 The date(s) when the service(s) was scheduled, started, and completed.

C.6.4.1.2 The nature and extent of all work performed, including; completed PMIS record cards, description of conditions and deficiencies found during any PMIS visits, deficiencies remaining uncorrected during PMIS visits, description of service work performed (including a brief description of material and parts used), record of the electronic test measurements for the electronic performance of the equipment and system, and labor hours expended.

C.6.4.2 Contractor PMIS Schedule Submission: The Contractor shall submit a detailed PMIS schedule to the COTR for review and approval within five (5) working days following contract award. The schedule shall include all communication equipment and the in-building RF distribution system of leaky co-axial cable, couplers and antennas identified in Attachment B and the date that each PMIS shall be performed. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Gallery verification of the work. If the Contractor finds it necessary to reschedule a PMIS, a written request shall be submitted to the COTR detailing the reason(s) for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without prior written approval from the

COTR.

C.6.4.3 The Contractor shall compile a list of system deficiencies noted during each PMIS event which are beyond the scope of work for preventive maintenance as defined hereinafter. Deficiency reports shall be submitted to the COTR within 24 hours following the completion of that PMIS event. The Contracting Officer may issue a modification to the Contractor for correction of the deficiencies noted, execute the work by means other than this contract, or defer the work to a later date. If, during the performance of the inspection, the Contractor deems it would be more economical to make such repairs at that time (i.e., while an equipment assembly is open for the performance of PMIS), the Contractor shall notify the COTR of the defect and request authorization to make the repair at that time.

C.7 MAINTENANCE OF GALLERY COM-

MUNICATION EQUIPMENT: The Contractor shall provide maintenance, repair, testing, and inspection of all communication equipment identified in Attachment 010 to ensure complete, efficient, reliable, and safe operation in accordance with all manufacturer, FCC, and NTIA requirements and specifications. Work shall be performed by personnel specifically trained and certified to work on equipment and related systems included in this contract.

Work included herein shall be performed during normal working hours; the Contractor shall coordinate specific times for start and completion with the COTR. Specific PMIS requirements for Gallery communication equipment and frequencies of performance therein are specified in Attachment 011.

C.7.1 Preventive Maintenance, Inspection, and Service:

With exceptions noted herein, the Contractor shall provide all required materials, including minor parts and components, during each PMIS event.

C.7.1.1 The Contractor and COTR shall conduct a joint inventory of all communication equipment during the post-award/pre-work meeting. Any discrepancies in the number and/or type of equipment included in Attachment B will be discussed at that time. In the event that any discrepancies result in a changed contract price, the Contractor will be invited to submit a proposal for negotiation of changes therein.

C.7.1.2 The following exclusion shall apply to the maintenance of Gallery communication equipment:

C.7.1.2.1 Major Repairs: Any individual item of work identified during the performance of a PMIS event with a total estimated cost (labor plus materials) exceeding $250.00 is not included in this contract. The Gallery reserves the right to determine means to be employed for accomplishment of this work. Such repairs may be accomplished by means other than a negotiated modification to the contract.

C.8 REPAIR OF GALLERY COMMUNICATION

EQUIPMENT: The Contractor shall provide for the repair of Gallery communication equipment identified in Attachment B at times other than during normally scheduled PMIS events. Service calls, if required, shall be accomplished at the rates stated in Section B of this contract with the specified not to exceed limits. Work shall include, but not limited to, restoring service to disabled equipment, troubleshooting/testing/ adjusting equipment, performing repairs to equipment, and replacing defective equipment.

C.8.1 The Gallery estimates that 8 service calls may be required for each contract year.

C.8.2 Labor attributed to each service call shall include only time actually expended by the Contractor while on the job site and/or in the procurement of required materials.

C.8.3 The Contractor shall provide copies of supplier invoices for all materials used in the performance of service call work; this documentation shall be furnished to the COTR as part of the Contractor’s request for payment.

Receipt of this documentation by the COTR will constitute a condition for providing reimbursable costs as included in Section B of this contract.

C.8.4 Service Call Limitation: Prior to the performance of any service call related work, the Contractor shall prepare a budget estimate for the work to be performed. If the work included in any single service call (labor plus material) is estimated by the Contractor to exceed $2,500.00, the Contractor shall immediately notify the COTR and obtain approval prior to proceeding with the required repairs. If the COTR determines that the repairs will not be performed, the Contractor will be reimbursed for all labor and material required for assessment of the deficiency and resolution thereof.

C.8.5 Service Call Reception:

C.8.5.1 During Regular Working Hours: The COTR will notify the Contractor, via telephone, of all service call related work during regular working hours, including the classification of each call based on the definitions provided hereinafter. A description of the problem and/or required service, date and time received, location, classification, and other pertinent information will be placed on a Service Call Work Authorization Form (see Attachment 012) and made available for pickup by the Contractor at the Gallery’s Work Reception desk at 601 South Pennsylvania Avenue.

C.8.5.2 After Regular Working Hours: The COTR or designated representative will contact the Contractor, via telephone, after regular working hours, on weekends, and during holidays. The COTR or designated representative will classify each call based on the definitions provided hereinafter. The COTR or designated representative will verbally identify the problem and/or required service and will prepare a Service Call Work Authorization Form (as described in paragraph C.8.3.1) for pickup by the Contractor at the Gallery’s Work Reception desk at 601 South Pennsylvania Avenue no later than 10:00 AM on the following regular work day.

C.8.6 Service Call Classification:

C.8.6.1 Emergency Calls: Service calls will be classified as “emergency” at the discretion of the COTR or authorized representative. Generally, emergency calls will consist of correcting conditions that present an out-of-service condition affecting an entire channel or function, constitute an immediate danger to personnel, threaten to damage property, or threaten to disrupt Gallery operations (i.e. security).

C.8.6.2 Routine Calls: Service calls will be classified as “routine” when the work does not qualify as an emergency call.

C.8.7 Response to Service Calls: The Contractor shall provide adequate procedures for receiving and responding to service calls 24 hours a day, seven (7) days a week, including weekends and holidays. A single telephone number shall be provided by the Contractor for the receipt of all service calls. Service calls shall be considered to be “received” by the Contractor at the time and date the telephone call is placed by the COTR or designated representative.

C.8.7.1 Response by Classification:

C.8.7.1.1 Emergency Calls: The Contractor shall respond to and begin work within three (3) hours after receipt of an emergency service call. The Contractor shall work continuously without interruption and shall arrest the emergency condition before departing the job site. If further labor and materials are required to complete the repair, the call will be reclassified as routine, and the corresponding completion time will then apply. Such follow up work will be considered to be part of the original service call.

C.8.7.1.2 Routine Calls:

C.8.7.1.2.1 All routine service calls associated with Gallery communication equipment shall be completed within 24 hours after receipt of call. Routine calls shall normally be accomplished during regular working hours, Monday through Friday. If a routine service call is received at 12:00 noon on Thursday, the work shall be completed by 12:00 noon on the following Friday. If the call is received at 12:00 noon on Friday, the work shall be completed by 12:00 noon on the following Monday.

C.8.8 Completed Calls: Within one (1) working day following the completion of each service call, the Contractor shall add the following information to the Service Call Work Authorization form and return the completed form to the COTR:

C.8.8.1 Description of work actually completed.

C.8.8.2 Brief description of materials and parts used, including quantities.

C.8.8.3 Date and time work commenced.

C.8.8.4 Date and time work was completed.

C.8.8.5 Number of labor hours expended.

C.9 SAFETY

C.9.1 The Contractor shall conduct work in accordance with U.S. Army Corps of Engineers EM 385-1-1, “Safety and Health Requirements Manual” (current edition). This document may be purchased for the Superintendent of Documents, U.S. Government Printing Office, Washington, DC, 20404 or is available online at http://140.194.76.129/publications/eng-manuals/em385- 1-1/2008_English/toc.html.

C.9.1.1 If the Contractor fails to comply with the safety requirements set forth herein or performs work in a manner which poses serious or imminent danger to the health and/or safety of Gallery personnel or visitors, the COTR or authorized representative will provide immediate notice to the Contractor to take immediate corrective action. In the event the Contractor fails to take appropriate corrective action, the Contracting Officer may commence a contract termination.

SECTION D - MARKING

D.1. MARKING

The contract number [to be determined] shall be clearly noted on all paperwork delivered for this contract.

SECTION E - INSPECTION AND ACCEPTANCE

E.1. INSPECTION AND ACCEPTANCE

Inspection and Acceptance shall be governed by FAR 52.212-4 Contract Terms and Conditions – Commercial Items (June 2010)

SECTION F-DELIVERIES AND PERFORMANCE

F.1 DELIVERABLES

See Section C.

F.2 PLACE OF PERFORMANCE

Work shall be performed at the National Gallery of Art at the following locations:

1. The West Building 6th Street and Constitution Avenue, NW Washington, DC 20565

2. The East Building 4th Street and Constitution Avenue, NW

3. The National Sculpture Garden 7th Street and Constitution Avenue, NW

SECTION G - CONTRACT ADMINISTRATION

DATA

G.1. CONTRACT MANAGEMENT

The following individuals will serve as the Gallery points of contact during the performance of this contract:

G.1.1. CONTRACTING OFFICER (CO)

Geoffrey Spotts, Contract Specialist National Gallery of Art Office of Procurement and Contracts (APC) 601S Pennsylvania Ave, NW Suite 300 Washington, DC 20004

Mailing Address:

2000B South Club Drive Landover, MD 20785 Phone: 202.842.6407 g-spotts@nga.gov

The CO is the final authority in all contractual matters relating to this contract. The CO has overall responsibility for the administration of this contract, and is authorized to take actions on behalf of the Gallery to amend, modify, or deviate from contract terms, conditions, requirements, specifications, details, and/or delivery schedules. The CO is also responsible for making the final decisions on matters under dispute, unsatisfactory performance, and contract terminations for convenience or default. The CS is responsible for the day-to-day administration of the contract through contract close-out and is authorized to issue Task or Delivery Orders.

The CO will delegate certain responsibilities to the COR.

http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html� http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html� mailto:g-spotts@nga.gov�

G.1.2. CONTRACTING OFFICER’S REPRESENTATIVE

(COR)

Brian McGivney, BAS Manager National Gallery of Art Engineering Department

(AFM-EN)

601S Pennsylvania Ave, NW Suite 300 Washington, DC 20004

Mailing Address:

2000B South Club Drive Landover, MD 20785 Phone: 202.842.6521 Cell: 202.439.7546 b-mcgivney@nga.gov

The COR named above has been designated on authority of the CO to monitor all technical aspects of the contract.

The duties of the COR include but are not limited to:

Assuring the Contractor’s compliance with the technical requirements of the contract; performing or arranging necessary inspections in connection with the technical performance of the contract; monitoring the Contractor’s overall performance under the contract; processing security clearances for contractor personnel; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment prior to forwarding the original invoice to the payment office and a conformed copy to the CO.

The COR does NOT have the authority to alter the Contractor's obligations under the contract, direct changes that fall within the purview of the General Provisions clause entitled "Changes", or modify any of the expressed terms, conditions, specifications, or cost of the agreement.

If as a result of technical discussions it is desirable to alter/change contractual obligations or the Scope of the Work, the CO shall issue such changes in writing.

G.2. CORRESPONDENCE

All non-technical correspondence shall be prepared in accordance with Section D and addressed to the CO. All technical correspondence, including submittals, shall be prepared in accordance with Section D and submitted to the COR.

G.3. INVOICING

All invoices shall include the contract number and be sent to:

Invoices@nga.gov

No additional hard copies need to be sent through the mail. However, if unable to send invoices via email, the Contractor shall mail invoices to:

Office of the Treasurer (TGA) National Gallery of Art 2000B South Club Drive Landover, MD 20785

The Contractor shall submit one (1) original of each invoice. The Contractor shall submit all invoices, inclusive of all reimbursable expenses incurred, within 90 days of the incurrence of the charges to the contract. The submission of the final invoice for each task order does not relieve the Contractor of the responsibility to correct, without additional compensation, errors or deficiencies in the designs, drawings, specifications, and other services under this contract. The Contractor shall mark the last invoice for each task order as “FINAL INVOICE.”

SECTION H - SPECIAL CONTRACT REQUIRE-

MENTS

H.1. NATIONAL GALLERY OF ART

REQUIRED INSURANCE

(a)

Contractor's Liability Insurance

(1) The contractor shall purchase and maintain in companies properly licensed to do business in the location where work is being performed under this contract and acceptable to the NGA such insurance as will protect the contractor and the NGA from claims set forth below which may arise out of or result from the contractor's operations under the contract, whether such operations be by the contractor or by any subcontractor, any supplier, or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.

(i) Workman's Compensation:

Claims under worker's or workmen's compensation, disability benefit and other similar employee benefit acts. The contractor will require his subcontractors to similarly provide workmen's compensation insurance for all of the latter's employees;

(ii) Bodily Injury:

Claims for damages because of bodily injury, sickness or disease or death of his employees;

(iii) Comprehensive General Liability:

(A) Claims for damages because of bodily injury, sickness or death of any persons other than his employees;

(B) Claims for damages insured by personal injury liability coverage which are sustained (1) by any person as a result of an occurrence directly or indirectly related to the employment of such person by the contractor, or

(2) by any other person;

(iv) Property Damage:

Claims for damages, other than to the work itself, because of injury to or destruction of tangible property, including loss of use resulting therefrom; and

(v) Comprehensive Automobile Liability:

Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership, maintenance or use of any motor vehicle.

(vi) Professional Liability:

Claims for damages because of errors or omissions caused by Contractor's negligence in the performance of its duties under this agreement.

(2) The insurance required under this clause shall be primary and noncontributing to any insurance possessed or procured by the NGA and limits of liability shall be not less than those set forth in this clause.

(3) The insurance required by this clause shall include contractual liability insurance applicable to the contractor's obligations under the contract as to working conditions.

(4) Without limiting the above during the term of the contract, the contractor shall, at his own expense, purchase and maintain the following insurance:

(i) Workman's Compensation insurance or equivalent workman's compensation coverage, as required or prescribed by law, with minimum employer liability limit of at least $100,000.00 for accidental bodily injury or death, or for occupational disease.

(ii) Comprehensive General Liability insurance for bodily injury with limits of not less than $100,000.00 for each person and $100,000.00 for each accident.

(iii) Property Damage insurance with a limit of not less than $500,000.00 for each accident.

(iv) Comprehensive Automobile Liability insurance for bodily injury liability insurance with limits of not less than $200,000.00 for each person and $500,000.00 for each accident, and property damage liability insurance, with a limit of not less than $20,000.00 for each accident.

(v) Employer’s Liability insurance of at least $100,000 for each accident.

(vi) Professional Liability insurance with a limit of not less than $1,000,000.00 for each incident.

H.2. SECURITY REQUIREMENTS

The Contractor shall comply with all Gallery Security Requirements. Please see Section J “Section 01 3553 – Security Procedures”.

H.3. SAFETY REQUIREMENTS

The Contractor shall comply with all Gallery Safety Requirements. Please see Section J “Section 01-3523 – National Gallery of Art Safety Requirements”.

H.4. NATIONAL GALLERY OF ART REGULATIONS

The Contractor shall comply with all Gallery regulations.

Please see Section J “Regulations Governing the National Gallery of Art Buildings and Grounds”.

H.5. REMOVAL

The Gallery reserves the right to request that the Contractor promptly remove any of its personnel deemed by the Gallery to be insufficiently qualified; who disregard the Gallery’s Security Requirements, Safety Requirements, and/or Regulations; or who otherwise pose a risk to the Gallery. The Gallery shall immediately and unilaterally remove Contractor personnel who present an immediate risk to the Gallery, its art, artifacts, staff or visitors. Any Contractor personnel removed from the Gallery shall not be allowed to return to work at the Gallery, and shall be promptly replaced by Gallery-approved personnel of commensurate or superior skill levels with no additional cost to the Gallery.

H.6. NON-DISCLOSURE OF INFORMATION

Any information made available to the Contractor by the Gallery shall be used only for the purpose of carrying out the requirements of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. The foregoing restriction does not apply to any information (a) received by contractor from third parties without restriction, or (b) in the public domain.

In performance of this contract, the Contractor assumes responsibility for protection of the confidentiality of the Gallery records and shall ensure that all work performed by its subcontractors shall be under the supervision of the contractor or the contractor’s responsible employees.

H.7. ADVERTISING AND PUBLICITY

The Contractor shall not use the name of the National Gallery of Art (Gallery or NGA), its seal, logos or designs, its Web sites, images of the Gallery's exterior or the interior, including images of artwork owned by or on the premises of the Gallery, or any element of the foregoing, for any reason, in any media. However, the Contractor may use the Gallery’s name on its client list. The Gallery may at any time, in its sole discretion, without cause, revoke any permission granted under this clause. The provisions of this clause shall survive the termination of this contract.

H.8. ELECTRONIC CORRESPONDENCE

Direction via email from the CO or CS is authorized and shall be regarded as signed direction from the CO to the Contractor.

H.9. GALLERY –…