Performance Work Statement.docx

PERFORMANCE WORK STATEMENT

Audio Visual / Video Teleconference (AV/ VTC) Maintenance Contract for Afloat Training Group Atlantic (ATGL) - Naval Station Norfolk- Norfolk, VA

1.0 SCOPE

The vendor shall provide ATGL AV/VTC maintenance service requirements. Provides audio video and video teleconferencing maintenance service for the installed AV and VTC systems are required to conduct its daily mission for ATG’s (3) VTC stations.

2.0 VISION STATEMENT

The vendor shall provide comprehensive equipment maintenance coverage.

3.0 INTRODUCTION

3.1 Introduction

ATGL has Audio Visual (AV)/Video Teleconference (VTC) equipment at three (3) locations in the Norfolk area. These AV/VTC capabilities are vital to maintain timely communications in support of operations with units and leadership around the world. Due to the importance of this equipment, ATGL requires routine maintenance and timely emergent restoration of operations should failure occur.

3.2 Mission

ATGL operates highly specialized AV/VTC equipment. Over the natural functional lifespan of said equipment, periodic maintenance requirements shall be met to guarantee continual operations. Periodic maintenance service ensures the equipment shall remain as advertised’ working order. The vendor shall maintain all equipment in accordance with manufacturer specifications and this agreement.

3.3 Background

Due to the location and nature of communications, the vendor shall maintain Secret Facility Clearance and personnel with Secret Clearance. Based on the latest US Government Security Regulations, the contractor shall follow FAR 252.204-7008 Safeguarding Covered Defense Information OCT 2016 Controls. The vendor shall demonstrate core competence in providing VTC and AV emergent repair and maintenance support services within their full-time staffing positions. Vendor shall have experience in providing services to the DoD community. Vendor shall provide turn-key solutions that may consist of consulting, system gap assessment, engineering design and configuration, equipment procurement, control system programming and testing, training, and on-site maintenance, and support services.

3.4 Scope

Commander, Afloat Training Group Atlantic (ATGL), located at Naval Station Norfolk (NAVSTA NORFOLK) Hampton Roads has a requirement for AV/VTC system Maintenance support for all existing equipment.

4.0 GENERAL REQUIREMENTS

4.1 General Requirements

The vendor shall provide qualified engineers, technicians, and programmers in order to support/meet ATGL’s requirements in addressing technical issues experienced with the AV/VTC systems/equipment on record. Maintenance / Service support consists of remote (telephone or VTC) support as well as on-site labor support as required to address customer reported issues. On-site support consists of troubleshooting, repair (as feasible), testing and parts replacements. Contractor services include all necessary labor and miscellaneous installation materials and tools to perform the equipment replacements and adjustments.

4.2 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services. If the contractor believes that any action constitutes, or is perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (KO) or Contracting Officer’s Representative (COR) immediately.

4.3 Business Relations

The contractor shall integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall ensure professional and ethical behavior of all contractor personnel.

4.4 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

4.4.1 Contract Management (CM)

The contractor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act on behalf of the contractor on all contracts. matters relating to the daily operation of this contract. The CM shall work through the Technical Representative (TR) to resolve issues, receive work assignments, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

4.4.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively meet contract requirements. The Contractor shall provide certified personnel with the knowledge and skill sets required to perform the support services outlined in this PWS. Contractors must possess specialized knowledge in secure/non-secure VTC design, and operational regulations. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

4.4.3 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on any requirement and shall be responsible and accountable for subcontractor’s performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflicts of Interest (OCI). Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

4.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

4.6 Location and Hours of Work

ATGL’s core working hours are Monday-Friday from 6:00 a.m. to 17:00 p.m. (excluding federal holidays), but the Contractor shall provide 24/7 availability for emergent repair requirements as ATGL determines necessary in support of national defense actions and/or coordination.

4.6.1 ATGL Location

4.6.1.1 CEP-183 Afloat Training Group (Deak Parkson Center) – 8952 First Street Norfolk, VA 23511 BLDG CEP-183 Rooms: 201 (Port Wardroom) / 202 (STBD Wardroom) / 137 War Room-SIPR Café.

4.6.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform general maintenance on these days but shall respond to 24/7 emergent repair as determined by ATGL:

• New Year’s Day: January 1st

• Martin Luther King, Jr.’s Birthday

• President’s Day

• Memorial Day

• Juneteenth National Independence Day: June 19th

• Independence Day: July 4th

• Labor Day

• Columbus Day

• Veteran’s Day: November 11th

• Thanksgiving Day

• Christmas Day: December 25th

4.6 Period of Performance

The Period of Performance (POP) shall be from contract award for 365 days (1 year) with a base year inclusive of three (3) Option years available for continuation of services.

4.7 Place of Performance

The work to be performed under this PWS shall be performed at both the contractor site (if required), onsite at ATGL facilities on Naval Station Norfolk.

5.0 PERFORMANCE REQUIREMENTS

5.1 Performance Requirements

The contractor shall maintain a single point of contact for receiving emergent issues that require immediate repair. ATGL shall be able to report non-immediate repair orders via email, 1-800 phone number, or online portal. Directions on procedures will be provided to ATGL within fourteen (14) days of the award. The contractor shall log and track trouble tickets until the task is completed, verified by ATGL operator, and signed off by ATGL TR or the designated representative. Detailed records of maintenance support shall be available to the ATGL upon request. Contractor shall also maintain multiple conference room systems of various AV / VTC devices and components to assist in remote troubleshooting, bench testing, and remote testing to ensure quality video and audio connections can be validated for quality. Upon award, the contractor shall ensure all current ATGL systems operating at ‘as advertised’ performance, engineer new solutions (if required), integrate, test, validate and commission systems upon completion of all repairs.

5.2 Performance shall include

5.2.1 Priority emergent repair orders shall have 4-hour on-site response time.

5.2.2 Unlimited general service calls with a guaranteed 72-hour on-site response time if problems at identified locations cannot be resolved over the phone.

5.2.3 Unlimited Help Desk phone and/or email support via contractor support center during normal business hours.

5.2.4 Unlimited labor hours supporting the proper functionality of AV/VTC equipment at identified locations.

5.2.5 Any new/warrantied equipment that cannot be repaired shall be replaced at no charge.

5.2.6 While waiting for replacements or repairs, the contractor shall provide ‘loaner ’equipment in order to maintain basic functionality until replacement or repair is complete.

5.3 The contractor shall maintain and provide the TR a detailed inventory for all items AV/VTC equipment. The Government reserves the right, after the initial Tech Evaluation of any repairs, to conduct additional technical review(s) that could affect specific components and ordering.

5.4 The contractor shall provide technical services personnel to repair or replace any equipment where the issue cannot be resolved with troubleshooting or if the equipment is not functioning as intended. If a malfunctioning item of equipment is out of the maintenance plan or end of life and cannot be repaired, the contractor shall procure a replacement part only when the government reviews and approves the quote submitted by the contractor. The contractor/vendor shall not order any part(s) not covered by this agreement without Government Contracting Officer approval.

5.5 Current equipment inventory and locations are provided in Attachment 1. Any discrepancies discovered will immediately be brought to the attention of the TR. Return Merchandise Authorization (RMA) will be initiated by the contractor for equipment still under manufacturer maintenance agreement. Replacement units for covered equipment will be acquired by the contractor only upon approval by the KO, COR, or Technical POC if the equipment is no longer under the maintenance plan. Any units removed for replacement will be retained by the Government for retention and/or disposal in accordance with command policies and regulations.

6.0 SPECIAL REQUIRMENTS

6.1 Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations for this effort.

6.2 Security and Safety

ATGL projects typically require all onsite vendor(s)/contractor(s) (including managers, technicians, and visitors) to possess a valid, current security clearance to access ATGL SIPR Café/War Room. However, the government does not provide resources to secure on-Base access, coordinate Visit Access Requests (VAR), or to escort personnel aboard the ATGL Building or Naval Station Norfolk sites. These functions remain inherent responsibility of the Prime vendor(s)/contractor(s). The contractor’s employees shall become familiar with and obey the regulations of this location, including fire, traffic, safety, and security regulations while onsite. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractors employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders while onsite. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract. The contractor shall comply with all applicable facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associates subcontractor employees shall provide all information required for background checks to meet onsite access requirements. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), and/or local policy.

6.2.1 ATGL Visitor Control Procedures Department of Defense-affiliated personnel visiting ATGL are required to submit a Visit Authorization Request (VAR) through their Security Manager (DoD) or Facility Security Officer (Industry) via the Joint Personnel Adjudication System (JPAS), identifying the ATGL sponsor’s name & phone number as the POC.

6.3 Transition

In the event the following year’s contract is awarded to a different contractor, the current contractor shall cooperate to the extent required, permitting an orderly changeover to the successful contractor. During the transition period, the incumbent shall be fully responsible for the operation of all functions. This should be completed within the last 30 days of the last contract period.

7.0 DELIVERABLES

7.1 Deliverables

Vendor shall provide deliverables specified by the government. The format and delivery schedule for deliverables shall be outlined in the CDRL and coordinated with KO or COR.

7.2 CDLRs (Contract Data Requirements List)

7.2.1 The contractor shall provide an equipment list (updated monthly if requested) for all components supporting ATGL AV/VTC systems at locations in 4.6.1.

7.2.2 The contractor shall provide an acceptance document for all final repairs and commissioning to the onsite TR for acceptance by the government. This report shall include the following information:

7.2.2.1 Finalized changes and/or repairs in commercial format as approved by the Government TR.

7.2.2.2 Finalized Bill of Materials (BOM).

7.2.2.3 Vendor certification/commissioning documentation

7.2.2.4 OEM Parts lists, system tag number(s), model number(s), serial numbers and all OEM maintenance. details for any equipment that was replaced by manufacturer (under the RMA process).

Site Visit A required site visit is scheduled for 10 SEPT 2026 at 1300 (EDT). Interested vendors will meet the government point of contact on the quarterdeck at the front entrance. Interested vendors must already have base access. An escort will not be provided. The address is CEP-183 AFLOAT TRAINING GROUP, 8952 FIRST STREET, NORFOLK VA 23511.

It is HIGHLY recommended that vendors arrive at the Pass Office at least One (1) Hour early in case of long wait times.

Being present at the Pass Office WILL NOT count towards timely attendance of the Site Visit.

Provide yourself with adequate time to arrive at the site visit location on time. There is a two (2) person limit for each interested vendor.

All vendors interested in attending the site visit must contact Contract Specialist, LCDR Danielle Mallory, and the Site Coordinator, Nelson Herrera by email at danielle.s.mallory.mil@us.navy.mil and nelson.herrera8.civ@us.navy.mil NO LATER THAN 12:00 PM (EDT) Tuesday 08 SEPT 2026.

Please provide the following:

1. Name

2. Company Name

3. CAGE Code Clarifications of the Minimum Requirements must be submitted in writing by email NO LATER THAN 12:00 PM EDT, 03 SEPT 2026. All questions will be answered in writing and posted with the solicitation.

Physical Location:

CEP-183 Afloat Training Group Deak Parkson Center 8952 First Street Norfolk, VA 23511