PWS 705 CTS VTC Maint 3 Apr 20 Final.doc

PERFORMANCE WORK STATEMENT

705 CTS VIDEO TELECONFERENCE (VTC) SYSTEMS MAINTENANCE

3 April 2020 1.

The purpose of this procurement is to maintain the 705th Combat Training Squadron’s Video Teleconference (VTC) systems in Building 942, Rooms 121 (Gallery), 122 (AOC), 235, 250, and the Auditorium. The contract will be for five years; a base year with four options.

2.

Maintenance (Preventive / Troubleshooting and Repair); Equipment brands include, but may not be all inclusive, Sharp, AKG, Atlas, Atlona, Clearone, Crestron, Da-lite, Extron, Polycom, Prolite, Soundtube, RDL, L-Com, Kramer, Epson.

2.1.

Preventive Maintenance Visits

2.1.1.

Contractor shall provide quarterly preventive maintenance (PM) visits consisting of, but not necessarily limited to, the following requirements in paragraphs 2.1.2 – 2.1.7.

2.1.1.1.

All work shall be accomplished IAW manufacturer specifications.

2.1.1.2.

The contractor will be responsible for contacting the 705 CTS during the first week of each quarter (January, April, July, and October) to schedule the PM visit.

2.1.1.3.

The government reserves the right to have a representative present during testing and/or other maintenance activities.

2.1.1.4.

All maintenance actions need to be verified by a government member before concluding work or departing for the day. See Para. 2.1.7. for details on a full system test.

2.1.1.5.

During the course of PM activities, the contractor may identify equipment and/or parts that have failed or are in need of replacement.

2.1.1.5.1.

If equipment and/or parts need to be replaced, the contractor will notify the government before replacements are installed.

2.1.1.6.1.

Equipment and/or parts will be procured and paid for following procedures outlined in para 3 of this PWS.

2.1.1.6.2.

The cost of labor to install the new equipment and/or parts will be included in the firm-fixed-price cost of this contract.

2.1.2.

Hardware, software, and firmware updates

2.1.2.1.

The contractor is responsible for keeping up to date on hardware, software, and firmware updates for VTC equipment in the rooms covered by this performance work statement.

2.1.2.2. Non-critical updates will be installed during routine quarterly PM visits.

2.1.2.3. In the rare event, there is an update that is deemed critical (security vulnerability, system failure), the vendor will coordinate with the 705 CTS to install the update within 5 days of release.

2.1.3.

Control systems (touch pads and remotes) will be tested to ensure they are fully operational.

2.1.4.

Audio: Contractor will test microphones and speakers and adjust levels as required.

2.1.5.

Projectors / Displays: Contractor will test projectors to ensure they are fully functional and adjust displays (i.e. aspect ratios, resolution, etc.) for optimum performance. Lamps will be replaced as follows:

2.1.5.1.

Auditorium: Due to the height of the projectors in the auditorium and auditorium seating under the projectors, the government does not have the ability to safely replace lamps. The contractor will replace the bulbs as needed during routine PM visits or other troubleshooting visits.

2.1.5.2.

Other Projectors: If it is discovered during the PM visit that a lamp has failed or is close to failure, the contractor will replace the bulb. However, during the normal course of business between PM visits, the government has the ability to replace lamps without needing contractor assistance.

2.1.5.3.

Due to the high cost of lamps, it is sometimes cheaper to buy a new projector than the bulb itself. If the contractor believes this to be the case, they will mention this possibility to the government before replacing the lamp.

2.1.6.

Cameras: Contractor will test cameras and ensure all functions (i.e. presets, zoom, rotate, tilt, etc) are working properly.

2.1.7.

After the repair is complete, the contractor will run a full system test as outlined in para. 2.1.8. of this PWS to ensure the repair work resolved the problem.

2.1.7.1.

The government reserves the right to have a representative present during testing and/or other maintenance activities.

2.1.7.2.

All maintenance actions need to be verified by a government member before concluding work or departing for the day.

2.1.8.

Full System Test

2.1.8.1.

The VTCs must maintain capability of supporting the following media inputs/outputs by location:

2.1.8.1.1.

SIPR VTC – Display video (to include sound) and/or computer display on separate screens. Room #s: Auditorium, 121 (Gallery), and 122 (AOC). At a future date, Room 250 may be configured for SIPR.

2.1.8.1.2.

NIPR VTC - Display video (to include sound) and/or computer display on separate screens. Room #s: All locations

2.1.8.1.3.

Battlespace VTC - Display video (to include sound) and/or computer display on separate screens. Room #s: Auditorium, 121 (Gallery), and 122 (AOC).

2.1.8.1.4.

Unclassified telephones in rooms 250 and 235 will need to be sound checked and ensure have the appropriate settings (volume, no reverb). The unclassified telephones are connected to the VTC system.

2.1.8.2.

VTC Test: The contractor will conduct a successful end-to-end call to another off-site location identified by the government to ensure the VTC is working properly. Final evaluation test shall be conducted with a hub/multi conference unit on/at every classification level the system supports.

2.2 VTC Problems – Troubleshooting and Resolution (Mission Essential)

2.2.1.

When the government encounters a problem (configuration, software setting, hardware failure, etc.) with any of the VTC systems covered by this contract, the contractor will be contacted to troubleshoot and resolve the problem.

2.2.1.1.

If the problem isn’t too complex and can be resolved in a reasonable amount of time (about 30 minutes or less), it is acceptable for the contractor to talk the 705th CTS/DMOC government/contractor representative through the corrective actions over the phone versus a physical visit to the facility.

2.2.1.2. The contractor will provide a contact number and email to contact if the government representative needs to troubleshoot.

2.2.1.3.

If the problem requires the contractor to visit the facility:

2.2.1.3.1.

The troubleshooting visit shall be conducted no later than close of business on the next business day (see Para. 6.1 for business hours). However, the government representative can waive this requirement due to issues such as exercise schedules, previously scheduled meetings that can’t be moved, availability of government personnel to escort the contractor, etc. In those cases, the contractor and government will schedule the repair visit as soon as possible. After contract award, personnel identified on the Key Technical Personnel Memo will be the only personnel authorized to contact the contractor.

2.2.1.3.2.

Repair / resolution of the problem should be completed no later than close of business on the next business day, unless there are extenuating circumstances such as having to order parts. In those circumstances, the contractor will let the government know why the repair can’t be completed and provide an estimated date as to when the contractor will be able to complete the work.

2.2.2.

Troubleshooting / Repair / Test of VTC Systems

2.2.2.1.

After the problem with the VTC is identified, the contractor will let the government know what the problem is before initiating any actions to resolve the issue.

2.2.2.2.

After government approval, the contractor will initiate repairs on the system.

2.2.2.3.

After the repair is complete, the contractor will run a full system test as outlined in para. 2.1.7. of this PWS to ensure the repair work resolved the problem.

2.2.2.3.

The government reserves the right to have a representative present during testing and/or other maintenance activities.

2.2.2.4.

All maintenance actions need to be verified by a government member before concluding work or departing for the day.

2.2.3.

Spare Parts / Equipment needed for repair.

2.2.3.1.

During the course of troubleshooting, the contractor may identify equipment and/or parts that have failed or are in need of replacement

2.2.3.1.1. If equipment and/or parts need to be replaced, the contractor will notify the government before replacements are installed

2.2.3.1.2. Equipment and/or parts will be procured and paid for following procedures outlined in para 3 of this PWS

2.2.3.1.3. The cost of labor to install the new equipment and/or parts will be included in the firm-fixed-price cost of this contract.

2.3 The contractor shall comply with the following (including any updates):

2.3.1. AFI 33-214 Emission Security Countermeasures

2.3.2. 505th CCW Guidance Memorandum – Display of Identification

3.

Procurement and Payment of Parts/Equipment Due to Failures or Required Upgrades

3.1.

Parts and equipment are not part of the firm-fixed-price of this contract, however, the labor associated with the installation of the items is covered by this contract.

3.2.

If the contractor determines that parts need to be replaced due to failure or required upgrade, the contractor will provide the government representative with the specific information about the part that has to be replaced (i.e. type of part (i.e. network interface card, cable, connector, remote control, etc.), manufacturer, part number, quantity required, etc.).

3.3.

The government will determine how the parts and equipment will be procured and paid for in accordance with government acquisition regulations.

3.3.1.

If possible, the government may procure the parts directly from the vendor that this contract is awarded to. The Government Purchase Card (GPC) will be used to pay for the item(s).

3.3.1.1. If parts are purchased from the contractor, the contractor shall install only materials that are new and undamaged. Refurbished or used materials are not acceptable, unless they are provided by the contractor at no cost (temporary loan) to be used as an interim solution to resolve the problem until new parts can be delivered and installed.

3.3.2.

If government acquisition regulations dictate another method of procurement, the government will order the equipment and then coordinate its installation with the contractor after receipt.

4.

Documentation

4.1.

The contractor shall provide baseline documentation outlining all connections from each device to all other devices. Documentation should be of sufficient detail to re-connect all system components as originally installed. Per Device, documentation should describe each connection with a minimum of the following details: Device Port Designation, Direction (Inbound / Outbound / Duplex), Signal Type (Audio, Video, Power, DATA - VTC Session traffic, DATA – VTC Control Traffic), Signal Classification (Unclassified, Secret, Top Secret).

The contractor shall provide documentation outlining the make/model/serial number of all components of the operational system.

4.1.2. Initial baseline documentation will be delivered within 60 days of contract award. Updates and changes to the baseline during maintenance or troubleshooting will be documented. The updated documents will be provided to the government within 30 days of update/change.

4.2. The contractor shall provide follow up/after actions reports detailing what was performed and recommendations.

5.

Scheduling Work

5.1.

The contractor shall attempt to perform work during normal business hours (0730-1630 hrs) Monday – Friday.

5.2.

If the contractor determines that it must work beyond normal business hours or weekends at no additional cost to the government, the contractor will contact the government POC to arrange for access to the facility and appropriate escorts.

5.3.

The 705 CTS has a robust operational schedule, and time where the facility can be shut down to perform certain work is limited. Also, some work might have to be accomplished in classified areas that have limited access. Therefore, close coordination between the contractor and the government POCs for this contract is critical in scheduling routine and emergency maintenance and repairs to ensure areas can be accessed and to coordinate government escorts.

5.4.

The following are recognized as Federal holidays, and work will normally not be done on these days unless previously coordinated with the government.

7.

Base Access

7.1.

All commercial trucks must enter through the contractor’s gate located just before the intersection of Gibson and Carlisle. In accordance with Kirtland Air Force Base, base entry procedures must adhere to delivery vehicle process requirements mandated by Kirtland Air Force Base. Supplier shall coordinate with the 705 CTS POC (see paragraph 5) and follow the Base Security process to gain permissions to access the base. Gate hours of operation are 0600-1800. Once at the gate, the driver must be able to show:

· Current vehicle registration

· Current proof of insurance

· A valid and current Driver’s License for the driver (with photo)

· A valid and current Driver’s License or other state-issued photo identification for any passenger(s) in the vehicle.

· A Bill of Lading which includes the Air Force installation name, date of anticipated delivery, and specific destination information.

8.

Location of Work

8.1.

Work will be performed at:

705th Combat Training Squadron

Building 942

4500 Aberdeen Dr SE

Kirtland AFB, NM 87117

9.

Government Points of Contact – Will be provided via Key Technical Personnel letter upon contract award.