SOW for IRF DAS service contract - 08-07-25 (1).docx

National Institute of Allergy and Infectious Diseases (NIAID) Distributed Antenna System (DAS) Service Agreement

1. INTRODUCTION

The National Institute of Allergy and Infectious Diseases' (NIAID) Operations and Engineering Branch (OEB) of the Office of Cyber Infrastructure and Computational Biology (OCICB) manages and develops the technology infrastructure that supports Intramural research, Extramural investments and Administrative management, providing services for 4000+ end users in more than 20 locations throughout the United States.

This is a commercial services contract to provide a year of maintenance for the DAS at the Integrated Research Facility (IRF) at Fort Detrick in Frederick Maryland.

2. BACKGROUND

The IRF biomedical research facility has a Neutral Host In-Building Wideband Cellular DAS that provides building wide cellular and VHF radio signal coverage. The system was upgraded in 2024 with new DAS infrastructure to bring the technology up to current standards and provide expansion capabilities.

The system enhances emergency communications for staff and NIH Police by supporting both commercial cellular networks and public safety communications. The system also minimizes coverage gaps in critical areas like stairwells and the buffer corridor outside the BSL4 laboratories that might delay emergency response times and potentially endangering lives.

3. SCOPE

The scope of this effort includes maintenance of the DAS to provide technical services to regularly access, evaluate, report and restore the DAS in the event of a system failure.

A summary of the key activities include:

· Maintain onsite spare parts

· Support services

· Response times

4. REQUIREMENTS

Maintain onsite spare parts. These spare parts shall be utilized by the contractor to restore system to operational status. The contractor will repair or replace defective parts and add them back to the onsite parts kit. NIAID will stock the spare parts initially and then it is the contractor’s responsibility to fix or replace parts that are used. See Appendix A – Bill of Materials for list of required onsite spare parts.

Support Services. Provide maintenance and support for DAS. This includes software upgrades and modifications as specified by the manufacturer; telephone, email and internet technical support; support staff training on the daily operation and troubleshooting of system; and integration services for automated monitoring of system faults. Please see Appendix A for equipment associated with DAS system.

Response Times. Times are as follows:

Level 1 Critical business impact:

NIAID's production use of the system, system is down or so severely impacted that NIAID cannot reasonably rely on the system.

For Severity Level 1 problems, Vendor will begin work on the problem within thirty (30) minutes of notification and handle as the highest priority until the system is operational. Vendor will have a technician onsite within four (4) hours of notification. NIAID resources will be made available in Severity Level 1 situations and will provide any reasonable assistance to help resolve the issue.

Severity Level 1 problems could have the following characteristics: Carrier outage / loss of service (External) Loss of service to > 20% of remote nodes Critical functionality not available

Statement of Work (SOW) – NIAID August 7, 2025

Level 2 Significant Business Impact:

NIAID's production use of the system is significantly impacted, use of the system is limited or the system is unstable or may experience periodic interruptions. The system may be operating but is severely degraded.

For Severity Level 2 problems, Vendor will begin work on the problem within thirty (30) minutes of notification and handle as the highest priority until the system is operational. Vendor will have a technician onsite within twenty four (24) hours of notification. NIAID resources will be made available in Severity Level 2 situations and will provide any reasonable assistance to help resolve the issue.

Severity Level 2 problems could have the following characteristics: Intermittent Carrier outage / loss of service (External) Loss of service between 10% and 20% of remote nodes Severely degraded performance of the system on multiple floors Severely degraded performance of the system in the Conference Center

Level 3 Minimal Business Impact:

NIAID's production use of the system is minimally impacted, the system is operational and the system is running in a degraded mode.

For Severity Level 3 problems, Vendor will begin work on the problem within thirty (30) minutes of notification and coordinate activities with NIAID until the system is operational. Vendor will have a technician onsite within forty eight (48) hours of notification. NIAID resources will be made available as needed in Severity Level 3 situations and will provide any reasonable assistance to help resolve the issue.

Severity Level 3 problems could have the following characteristics: Loss of service < 5% of remote nodes Degraded performance of the system in localized areas Degraded performance of the system in the Conference Center

Equipment will be maintained at industry standards/manufacturer specifications.

Contractor shall be responsible for all labor and materials necessary to maintain the DAS.

Quarterly Preventative Maintenance Visits are required.

5. PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and three (3) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year 1 Option Year 2 Option Year 3

6. CONTRACTING OFFICER REPRESENTATIVE (COR):

The (COR) will be identified by separate letter. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in the contract. The Government may unilaterally change its COR designation.

7. HOURS OF OPERATION

The contractor is responsible for conducting business, between the hours of 7:30AM – 4:00PM Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or other Government directed facility closings.

NOTE: The IRF operates 24 hours a day seven days a week when experiments are running.

8. RECOGNIZED HOLIDAYS

Christmas Day

9. PLACE OF PERFORMANCE

These services will be provided at the National Institute of Allergy and Infectious Diseases (NIAID) Integrated Research Facility (IRF) at Fort Detrick in Frederick, Maryland.

10. GOVERNMENT QUALITY ASSURANCE AND MONITORING OF WORK

All work under this contract shall be monitored by the COR, who will act as the primary representative of the Government. Final inspection and acceptance of all work performed, reports and other deliverables will be performed by the COR. In the absence of the COR, an alternate Point of Contact (POC) will be designated, and the Contracting Officer will provide final inspection and acceptance.

11. EVALUATION CRITERIA

NIAID will evaluate all quotes to determine the best value to the government. NIAID will make a Best Value Determination based on the capability of each offeror’s quote to meet the brand name technical specifications, past performance, providing the proposed products/service in a timely manner, and reasonable price. Technical specifications include: the BOM specifications. The Government’s objective is to obtain the highest technical quality considered necessary to achieve the project objectives, with a realistic and reasonable cost. Technical and past performance non-price factors are considered equal and are more important than price. In the event quotes are evaluated as technically equal in quality, price or cost will become a major consideration in selecting the successful Offeror.

12. SECURITY REQUIREMENTS

The Government will require Tier 2- Public Trust level investigations for performance of this project. The offeror must submit the required forms, complete the online eQIP submission and have a favorably adjudicated SAC (fingerprints) before beginning work on the task order (NIH will not allow contract employees without some level of investigation in any of its facilities). The offeror must obtain these background investigation submissions by using the NIH eQIP system. If these requirements cannot be met with the offeror, the offer will be disqualified.

Offeror personnel are required to have background investigations for suitability to work on the IRF campus, and must pass a background check by the U.S. Army in order to access the IRF facility which is located on a secure U.S. Army military base, Fort Detrick, MD. Requirements for U.S. citizens are: Must pass a NCIC-III check; provide a current driver’s license (with real ID) or if driver’s license is not in compliance with the real ID Act provide a secondary form if ID (i.e. valid passport, social security card, voters registration card, or birth certificate); and all commercial and/or work vehicles must access Fort Detrick via Nallin Farm Gate and undergo inspection at the vehicle search area. Requirements for non-U.S. citizens are: Non-US citizens must complete the IRF foreign national (FN) visitor information request form 10 business days prior to the visit. The non-US citizens must bring a current passport, green card, or other approved identification. These visitors must be escorted by an NIH badge holder starting at the Nallin visitor center and then for the duration of the visit.

All necessary facility and/or staff background investigation submissions must be complete prior to start of work on the task order.

Offerors are responsible for the security, integrity and appropriate authorized use of their systems interfacing with the Government and/or used for the transaction of all Government business. The Government, through the Government's Contracting Officer, may require the use or modification of security and/or secure communications technologies related to Government systems access and use.

The Government, at its discretion, may suspend or terminate the access and/or use of any or all Government access and systems for conducting business with any/or all offerors when a security or other electronic access, use or misuse issue gives cause for such action. The suspension or termination may last until the Government determines that the situation has been corrected or no longer exists.

Anyone visiting the IRF campus that does not have a current NIH identification badge must follow the procedures for Visitor Access and obtain a temporary access badge each day on site by checking in at the Security Station. An NIH- badged employee shall coordinate and provide access for the temporary or new workers while on site.

The contractor will not be able to access select agent areas or areas associated with the containment of the select agents. The contractor must be escorted by designated IRF staff when working in restricted areas within the IRF, including the buffer corridor. Note that background investigations for certain restricted-access areas may take several months.

Note – The contract will supply spare parts to be maintained on-site in the quantities highlighted in yellow in Appendix A.

Appendix A Equipment associated with DAS system.

Asterisk (*) indicates core equipment.

Equipment List Report

Project name:

Project creation date:

Ft. Detrick 1/11/2024

Design company: Designer:

Pete Fiorio

Component Group : Floor 1

Pigtail - NType

in, off white PVC jacket

10 Connectors, Low PIM <Last Modified: 06-10- 15>

10 Connectors Low PIM <Last Modified: 06-10- 15>

10 Connectors, Low PIM <Last Modified: 06-10- 15>

Component Group : Floor 2

Pigtail - NType

Pigtail - NType

in, off white PVC jacket

10 Connectors Low PIM <Last Modified: 06-10- 15>

10 Connectors, Low PIM <Last Modified: 06-10- 15>

10 Connectors, Low PIM <Last Modified: 06-10- 15>

4.3-10 Connectors, Low PIM <Last Modified: 06- 10-15>

10 Connectors, Low PIM <Last Modified: 06-10- 15>

Component Group : Floor 3

Pigtail - NType

in, off white PVC jacket

10 Connectors Low PIM <Last Modified: 06-10- 15>

10 Connectors, Low PIM <Last Modified: 06-10- 15>

Component Group : Head End

in, off white PVC jacket

- RF-to-Optical and Optical-to-RF Conversion (380-2690MHz) with UL monitor ports

- Flexi, 4.3-10