PWS DW Security System_DRAFT.pdf

AUG24

PERFORMANCE WORK STATEMENT (PWS)

Headquarters, Division West Security System Service and Maintenance Period of Performance (PoP): (T) 25 September 2025 – 24 September 2026

Part 1 General Information

1. General: This is a non-personal service contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The United States (U.S.) Government shall not exercise supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn shall be responsible to the U.S.

Government. Headquarters, Division West requires reliable security systems to ensure the safety of military personnel, civilian staff, contractors, and mission-essential resources. These systems include security cameras, badge readers, access control panels, and supporting infrastructure installed by Evergreen Security Solutions. Recent malfunctions and lapses in maintenance have created vulnerabilities that must be corrected to sustain mission readiness and compliance with Army and DoD security standards.

1.1 Description of Services/Introduction: This contract provides semi-annual preventive maintenance, corrective repairs, and upgrades to maintain continuous, effective operation of the Headquarters’ security systems.

1.2 Background: May 2022, DPW contracted Evergreen Fire and Security to install approximatel 30 badge readers and upgraded the standalone security badge reader system in the building. This included new readers, wiring, key over rides on the entrance/ unsecure side of each door where there is a badge reader to release the maglocks. Motion sensors on the exits; secure side of the doors to release the maglocks and 2 new computer work stations that will are tied into the security system.

1.3 Scope: The contractor shall provide all personnel, tools, equipment, transportation, supervision, and materials necessary to perform semi-annual service, preventive maintenance, corrective repairs, and system upgrades for the security infrastructure at Headquarters, Division West. All work shall be conducted during normal duty hours (0800–1600, Monday– Friday), unless otherwise coordinated with the Contracting Officer’s Representative (COR).

Emergency repairs may require work outside of normal hours.

1.4 Objectives: The contractor shall perform the following services:

a. Preventive Maintenance (Semi-Annual):

1. Inspect and test all security cameras for visual quality, connectivity, and power supply.

2. Inspect and test all badge readers, access control panels, and associated wiring.

3. Clean lenses, housings, and equipment surfaces to maintain clear operation.

4. Update firmware/software as required by the manufacturer.

5. Verify system integration with the central monitoring system.

6. Provide a written preventive maintenance report within five (5) business days.

b. Corrective Maintenance & Repairs:

1. Respond to emergency calls within four (4) hours of notification.

2. Provide on-site repair of critical failures within twenty-four (24) hours.

3. Replace defective cameras, badge readers, wiring, or components with Original

Equipment Manufacturer (OEM) parts or approved equivalents.

4. Document all repairs, parts used, and service actions.

c. System Upgrades & Recommendations:

1. Identify obsolete or unsupported equipment and provide upgrade recommendations.

2. Provide technical specifications and cost estimates to the Government prior to execution.

3. Install new components only upon Government approval.

d. Documentation & Deliverables:

1. Maintain accurate service logs of preventive and corrective actions.

2. Provide monthly summary reports of all service performed.

3. Provide incident response documentation for all emergency repairs.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with (IAW) this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which it assures that the work provided complies with the requirements of the contract.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the

Contracting Officer’s Representative (COR) for review within 10 days after date of contract award

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within 15 days. If the Government has provided comments, the Contractor shall then have 30 days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than 30 days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

(a) A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team;

(b) How the Contractor will monitor work to ensure performance complies with all deliverables (etc. timelines, deadlines, and goals);

(c) How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses;

(d) How the Contractor will monitor and ensure staff qualifications remain current and valid including Department of Defense (DoD) Contractor Personnel Office (DOCPER) processes/approvals throughout contract performance;

(e) How the Contractor will ensure all keys issued will remain controlled items

(Paragraph 1.7 Key Control);

(f) How the Contractor will inventory and track maintenance of all Government Provided

Equipment / Materials;

(g) How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

(h) How the Contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.)

deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer.

When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in Jan Presidents Day 3rd Monday in February Memorial Day last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following:

1.5.4.1 Government Facility Office Hours: The Government facility office hours are 24 hours, and 7 days (e.g. Sunday through Saturday except U.S. Holidays identified in paragraph

1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.2 Government Facility Operating Hours: The Government facility operating hours occur between the hours of 0730 to 1700, Monday through Friday, however the Division Operations Center is manned 24hrs a day and the contractor is able to obtain access for emergency repairs. The Government facility is open for operations during the recognized U.S.

Holidays identified in paragraph 1.5.3.1 above. The Government facility may close due to local or national emergencies, administrative closings, or similar Government directed facility closings and will be communicated by the Contracting Officer to the Contractor.

1.5.4.3 Contractor Support Hours: The Contractor shall provide support between the hours of 0730 to 1700, Monday through Friday. The Contractor shall maintain an adequate workforce at all times, for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential. For other than firm fixed price contracts, the Contractor will not be reimbursed when the Government facility is closed for the above reasons”.

1.5.4.3.1 Contractor Work Plan: (If applicable) The Contractor shall prepare and maintain a Work Plan. The plan, as a minimum, shall identify regularly scheduled work (to include location, work to be completed, timeline, etc.) (and, if applicable, how the Contractor intends to address and meet increased operations tempo (e.g. Contractor’s need for overtime or extended work hours). If the need for overtime is anticipated, the Contractor must receive approval from the Contracting Officer at a minimum seven (7) calendar days prior to execution.) The Contractor’s proposed Work Plan shall be submitted to the Contracting Officer via the COR for review within (Insert number of days) after date of contract award ({Insert Deliverable #}). The Government will review and either accept or return their comments to the Contractor within (Insert number of days – Frequently ten (10) days is used). The Contractor shall then have (Insert number of days – Frequently three (3) days is used) to submit a Final Work Plan. Any proposed change to the accepted Final Work Plan is required to be resubmitted via the COR for review and acceptance by the Contracting Officer at a minimum thirty (30) days prior to implementation. The timeline noted above shall apply for review and acceptance for proposed changes.

1.5.5 Training Holidays: First Army Division West, has historically granted military personnel training holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday.

However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.5.6 Place of Performance: The work to be performed under this contract will be performed in building 410, 761st Tank Battalion Avenue, Fort Hood Texas 76544.

1.6 Security Requirements: The following information is provided on security related matters:

1.6.1 Security Program:

• Contractor personnel shall comply with all installation access control procedures and pass required security screenings.

• Contractor personnel shall wear identification badges at all times while on site.

• All work shall be performed in compliance with Army safety regulations and applicable

Occupational Safety and Health Administration (OSHA) standards.

• Sensitive information, schematics, or system access codes shall not be disclosed to unauthorized personnel.

• All contractor activities shall be conducted in a manner that protects Government property, personnel, and information systems.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Contracting Officer – means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract

Government Property - means all property owned or leased by the Government.Government property includes both Government-furnishedand Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Property Administrator - means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

High Level Objective (HLO) – means a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure. Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document, and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AHA Activity Hazard Analysis AOR Area of Responsibility AR Army Regulation AT Anti-terrorism ATCTS Army Training Certification Tracking System CAC Common Access Card CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DoD Department of Defense FAR Federal Acquisition Regulation GFP Government Furnished Property HLO High Level Objective HIPAA Health Insurance Portability and Accountability Act of 1996 IA Information Awareness IAC Installation Access Control IACO Installation Access Control Office ID Identification IGCE Independent Government Cost Estimate IT Information Technology JTR Joint Travel Regulation JPAS Joint Personnel Adjudication System

KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPSEC Operations Security PA Property Administrator PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Requiring Activity TE Technical Exhibit USAG United States Army Garrison UOM Unit of Measure

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3.1.2.1 Final Inventory. At the completion of the contract, the Contractor and Government representative(s), shall conduct a joint inventory.

3.1.3 The contractor shall not mark, affix any decals, emblems or signs portraying the contractor's name on Government property. The contractor shall not remove GFP from the Installation or other supported areas without written approval of the KO.

3.1.4 The contractor shall track and maintain warranty records for all contractor property and supplies for use under this contract – both Government furnished and contractor acquired. The contractor shall enforce all warranties when applicable. The contractor shall ensure no unnecessary expenditure of Government funds, either direct or through cost reimbursement, for repair or maintenance of warranted items. The contractor shall inform the Government of difficulties encountered in the enforcement of warranties and of instances in which the costs of enforcement would exceed the benefits derived.

3.1.5 The contractor shall not modify or cannibalize, any GFP/CAP without prior written approval of the KO.

3.1.6 The Government may choose to withdraw or replace GFP at any time during the contract. The KO will provide a written 30-day notice of the impending withdrawal of GFP for use on this contract and provide direction to the contractor as to the method(s) by which the Government may replace GFP. The contractor shall ensure all IT equipment is purged of proprietary data prior to turn-in or disposal IAW the PLCO/KO.

3.1.7 Contractor may be held liable for the loss, damage or destruction of Government property in event of negligence or willful misconduct. The utmost care will be given to the preservation of Government property. The contractor will implement a system in which employees can report fraud waste and abuse to their supervisors without fear of retribution.

Contractor will also brief all employees on the procedures for reporting via the Governmental programs.

3.1.8 Loss of any sensitive item will indicate a material weakness in the contractor’s method of accounting for equipment and will revoke the Government’s assumption of risk. Additionally, the KO may revoke the Government’s assumption of risk (see FAR 45.104) if the property administrator determines that the contractor’s property management practices are inadequate and/or present an undue risk to the Government. In the event that any sensitive or CCI Government property furnished to, or acquired by the contractor is lost, damaged, destroyed or stolen, the contractor shall notify the COR in writing within one hour of discovery of loss. The notification must contain a description of the item, serial number and last known location. All loss shall be reported IAW 52.245-1 and approved contractor procedures.

Performance Objective

(The Service required— usually a shall statement)

Standard

Performance Threshold

(THIS IS THE MAXIMUM ERROR

RATE. IT COULD POSSIBLY BE

“ZERO DEVIATION FROM

STANDARD”)

Incentive (Positive and/or Negative)

1. Combating Trafficking in Persons

FAR 52.222-50

c

The Contractor shall Notify its employees of

a. The United States Government's zero tolerance policy described in paragraph

(b) of this clause The actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment.

100% Compliance

Contractor compliance rate shall be utilized as objective evidence of contract compliance and documented into the CPAR system; contractor shall re-perform the service

2. Service Contract Reporting PWS para.

XXXX and CLIN

XXXX

The Contractor shall completely fill in all the information in the format at the following web address http://sam.gov . The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. If contract period of performance ends prior to September 30, the contractor has 30 day from end date of the contract to complete the SCR requirement. (as applicable)

100% Compliance

Contractor compliance rate shall be utilized as objective evidence of contract compliance and documented into the CPAR system; contractor shall re-perform the service http://sam.gov/

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform the services described in this Performance Work Statement (PWS) and associated contract documents, except for those items specified in Part 3, Government Furnished Property and Services. All contractor-furnished items shall be sufficient to support semi-annual preventive maintenance and emergency repair of the badge reader security system in Building 410, including the inspection and servicing of badge readers, maglocks, motion sensors, and associated infrastructure.

4.2 Secret Facility Clearance: N/A

4.3 Materials: N/A

4.4 Vehicles and Equipment: N/A

4.5 Background Checks): The Contractor shall provide Background Checks in accordance with this PWS and as determined by the Government.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide semi-annual preventive maintenance and on-call emergency repair services for the standalone badge reader security system in Building

410. Services shall include inspection, testing, and servicing of 30 badge readers, keyed bypass maglocks, motion sensors, and associated piping infrastructure. Emergency repairs shall be performed within four (4) hours of notification to ensure uninterrupted access control and security.

All services shall comply with applicable standards, including:

a. DoD Manual 5200.08 Vol 1 – Physical Security Program

b. Army Regulation (AR) 190-13 – The Army Physical Security Program

c. National Institute of Standards and Technology (NIST) SP 800-53 – Security and

Privacy Controls

d. Installation Management Command (IMCOM) SOPs – Fort Hood Physical Security

Requirements

5.2 Tasks: Tasks consist of the following:Preventive Maintenance Services

5.2.1 Preventive Maintenance Services

a. 5.2.1.1 Task Statement: Inspect and service all 30 badge readers to ensure operational integrity and proper maglock release via keyed bypass.

b. STD: All badge readers shall pass functional testing and visual inspection per AR 190- 13 and manufacturer specifications.

c. AQL: 100% of badge readers must be operational after service; no more than one (1) device may require follow-up within 24 hours.

d. 5.2.1.2 Task Statement: Inspect and maintain piping infrastructure housing badge reader wiring and motion sensor connections.

e. STD: Piping shall be free of corrosion, damage, or obstruction per ANSI/ASME B31.3 standards.

f. AQL: 95% of piping must meet inspection criteria; any deficiencies must be documented and corrected within five (5) business days.

5.2.2 Emergency Maintenance Services

a. 5.2.2.1 Task Statement: Respond to emergency service calls for system outages or badge reader failures.

b. STD: Contractor shall respond within four (4) hours of notification and restore functionality within 24 hours.

c. AQL: 100% of emergency calls must meet response time; 90% must meet restoration timeline.

d. PART 6

e. APPLICABLE PUBLICATIONS

Reserved

f. PART 7

g. ATTACHMENT AND TECHNICAL EXHIBIT LISTING

Reserved

5.2.2 Emergency Maintenance Services