SOW-IRF2015.docx

STATEMENT OF WORK

I. BACKGROUND:

The Integrated Research Facility (IRF) building has been equipped with state of the art video teleconferencing and presentation capabilities in many different rooms ranging from small collaboration work areas to large divisible rooms capable of hosting large meetings. We now have the ability to collaborate from the IRF facility to any other VTC capable room within the NIAID network as well as outside collaborators internationally and domestically leveraging our VTC backbone infrastructure. We are utilizing Cisco VTC endpoints along with AMX control panels to facilitate meetings.

II. SCOPE:

We have an AV room which houses the AV components for the three larger rooms that also contains all of the Fiber Optic cabling which provides the switching capabilities for all of the rooms. Utilizing the IRF VTC rooms has given us the ability to host and be part of meetings that before the system integration would have resulted in extensive travel costs and time lost as a result. Quote contains base year plus two options years. Period of Performance – May 25, 2015 – May 26, 2016.

Equipment – Audio/Visual Equipment, See attached appendix Located at the NIH Animal Center, 16701 Elmer School Road, Building 102, Room 126, Poolesville, MD 20837, for the period from Date of May 26, 2015 to May 25, 2016 in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract.

With the availability of options years: 2016 to 2018

III. CONFORMANCE STANDARDS:

All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.

IV. HOURS OF WORK:

A. Hours of Work for preventive maintenance and emergency repairs, are defined as Monday through Friday from 9a.m. to 5p.m., excluding federal holidays, additional Contractor observed holidays, or as otherwise arranged with the Contracting Officer Technical Representative.

B. The ten holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

C. Additional Contractor Observed Holidays are the day’s after Thanksgiving, Christmas Eve, and New Year's Eve.

D. Work performed outside of normal working hours of coverage at the request of the Contracting Officer or Contracting Officer Technical Representative shall be billed at the price listed in Section B.

V. PREVENTIVE MAINTENANCE:

A. The Contractor shall perform annual preventive maintenance inspections as arranged with the Contracting Officer Technical Representative, in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the Contracting Officer Technical Representative). A Field Service Report shall be supplied to the Contracting Officer Technical Representative at the completion of each preventive maintenance inspection. Preventive maintenance inspection service shall include, but is not limited to, the following:

1. Cleaning of equipment (not housekeeping).

2. Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of non-emergent nature.

5. Testing and replacing faulty and worn parts.

6. Inspecting/replacing electrical wiring and cables for wear and fraying.

7. Inspecting all mechanical components including, but not limited to; cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications.

8. Returning the equipment to operating condition defined in Original Equipment Manufacturer specifications.

9. Replacing any Original Equipment Manufacturer labels, decals, or warning tags that are not legible.

10. Providing documentation of services performed.

B. The Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).

C. All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer.

VI. EMERGENCY REPAIR SERVICE:

A. Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section (Section II). Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment except those services necessitated by accident, fire or abuse.

B. The Contracting Officer and Contracting Officer Technical Representative have the authority to approve/request a service call from the Contractor.

C. Response Time: The Contractor's Technical Assistance Center will make a best effort to respond with a phone call to the Contracting Officer Technical Representative within two (2) hour after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within sixteen (16) hours (based on a standard 8-hour workday) after receipt of notification and shall proceed progressively to completion without undue delay.

VII. PARTS:

The Contractor shall furnish all parts as necessary to maintain the equipment covered by this contract, in accordance with the Conformance Standards Section (Section II). The Contractor stipulates that he/she has ready access to new factory approved standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request.

Consumable items and accessories are excluded.

VIII. DOCUMENTATION/REPORTS:

The Contractor shall submit a legible field service report which shall include detailed descriptions of the preventive maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges claimed must have been approved by the Contracting Officer Technical Representative before service was performed.

IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup.

B. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract.

C. Upon request, the contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement.

X. TEST EQUIPMENT:

Prior to commencement of work on this contract, the Contractor shall provide the Contracting Officer with a copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards.

XI. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default.