PWS-Audio Visual Refresh.docx

Defense Contract Management Agency

Performance Work Statement (PWS) Audio-Visual Refresh for DCMA Command Conference Room at Fort Lee, VA

(PCD 41159)

July 2025

Cover Page

PERFORMANCE WORK STATEMENT (PWS)

1. Contracting Officer’s Representative (COR)

Department of Defense Activity Address Code (DODAAC):

Phone Number:

Fax Number:

Contract Title

Command Conference Room Tech Refresh Background

The Defense Contract Management Agency (DCMA) is the Department of Defense (DoD) component that works directly with Defense suppliers to help ensure that DoD, Federal, and allied government supplies and services are delivered on time, at projected cost, and meet all performance requirements. DCMA directly contributes to the military readiness of the United States and its allies and helps preserve the nation's freedom. DCMA provides Contract Administration Services to the DoD Acquisition Enterprise and its partners to ensure delivery of quality products and services to the warfighter, on time and on cost. DCMA is a recognized leader of, and contributor to many of DOD’s business reform initiatives. Those initiatives' goals are to improve the Nation's defense in the most economical and efficient ways possible. This involves managing approximately 350,000 active contracts valued at approximately $1.2 trillion.

DCMA is headquartered in Fort Lee, Virginia and currently employs approximately 11,109 civilian and military professionals worldwide. DCMA consists of over 50 Contract Management Offices (CMOs) with over 750 employee duty stations worldwide, working with over 19,000 Defense related firms. DCMA-IT is comprised of more than 580 government and contractor personnel accountable for Executive and Management Services, Software Acquisition, Electronic Business, Architecture and Infrastructure, Information Assurance, Enterprise Operations, and Field Services.

Objectives

· To furnish and install a complete A/V system to support Teams BYOD with six (6) displays, ceiling microphones, and routable video and audio throughout the room.

Scope

The scope of the work includes the following:

The Contractor shall provide all labor, materials, equipment, and services necessary to upgrade existing Audio/Visual Video TEAMS Presentation Room, specifically Room 2012 A/B/C at DCMA Fort Lee, VA.

Performance Requirements

1.1. Task 1 – Site Survey

Site Survey: The vendor will provide site survey that would document all physical measurements, existing equipment, cable pathways, and new equipment placement. Reviewed for conformance with AV Standards for Design and cross reference to ensure compliance with referenced standards set forth in the solicitation

1.2. Task 2 – Equipment and Installation

Install two (2) 75-inch displays on precision tilting wall mounts on the front wall, with AV over IP decoders.

Install two (2) 65-inch displays on articulating swing mounts in the middle of the room (left and right), with AV over IP decoders.

Install two (2) 55-inch displays in the ceiling, relocating the drop tile closer to the display (no more than 14 feet from the head of the table).

Install two (2) Pan, Tilt, Zoom (PTZ) cameras (one on the front wall between the 75-inch displays, and one on the rear wall).

Provide two (2) USB-C inputs with dual display docking stations (one at the head of the table, one at the operator's desk).

Install a new audio system managed by a Biamp Tesira Forte DAN VT4 digital signal processor feeding a new 70-volt amplifier.

Install two (2) Biamp DX-IC6LP-TAA low profile ceiling speakers.

Install two (2) Shure MXA920W-S ceiling array microphones.

Install a Control Processor with two (2) tabletop touch screens (one at the table, one at the operator's desk).

Install a new Middle Atlantic 2-bay credenza.

1.3. Task 3 – Integration and Functionality

Utilize existing conduit and floor boxes at the table.

Ensure source routing, volume control (with mute), and camera motion control are available on the touch screens.

Integrate the PTZ cameras with the AV bridge.

Ensure the USB-C docking stations share room peripherals (camera, microphone, speaker).

Reuse the GFE (BRG) 7 zone world clock, wall mounted in front of the room. This clock will not be connected to the new AV System.

1.4. Task 4 – Service and Support

Contractor will provide a service and support contract for one (1) year with options for two (2) additional years. The contract will include unlimited remote telephone and email support during standard business hours. Response time to phone/email requests will be no more than 4 business hours. This contract will also include on-site support during standard business hours with a response time of 1 business day from the time an onsite call is required. Standard business hours are 8am-5pm Monday-Friday, Eastern Standard Time, excluding all company and federal holidays.

6 Incentives

None

7 Place of Performance

DCMA Headquarters 3901 Adams Avenue, Building #10500 Fort Lee, VA, 23801

8 Period of Performance

Base Year: September 30, 2025 - September 29, 2026 Option Year One: September 30, 2026 - September 29, 2027 Option Year Two: September 30, 2027 - September 29, 2028

9 Information Security Requirements

The contractor shall comply with all applicable security regulations. The contractor shall not disclose and shall safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government work products that are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

Contractor personnel shall abide by DoD security policies and procedures as part of the daily interface with the Program Management Office and applications. The contractor shall not divulge any information about files, data, processing activities or functions, user IDs, passwords, or other knowledge that may be gained, to anyone who is not authorized access to such information. The contractor shall adhere to cybersecurity policies and procedures as defined in DoD directives, instructions, and regulations. The contractor shall sign a nondisclosure agreement furnished by the COR immediately following contract award.

Contractor personnel shall abide by applicable office rules, procedures, and standards of conduct. All contractor personnel shall have a satisfactory background investigation completed before they are allowed to access the networks on which applications reside. The contractor shall initiate all requests for background investigations when requested by the COR.

In performance of this contract, the Contractor may have access to DoD information. The Contractor agrees (a) to use and protect such information from unauthorized disclosure IAW DoD Instruction 8582.01: Security of Unclassified DoD Information on Non-DoD Information Systems; (b) to use and disclose such information only for the purpose of performing this contract and to not use or disclose such information for any personal, commercial or other purpose; (c) to comply with other current Federal and DoD information protection and reporting requirements for specified categories of information (e.g., medical, proprietary, critical program information (CPI), personally identifiable information, export controlled); (d) to obtain permission of the government Requiring Activity before disclosing/discussing such information with a third party; (e) to return and /or electronically purge, upon government request, any DoD information no longer required for Contractor performance; and (f) to advise the KO and/or COR of any unauthorized release of such information.

This section shall be considered in lieu of the U.S. Government provided DD Form 254, Contract Classification Specification. The security requirements below shall apply to this effort.

9.1 Industrial Security

· Executive Order 10865, Safeguarding Classified Information within Industry

· Executive Order 12829, National Industrial Security Program; as amended by Executive Orders 12885 and 13691

· 32 CFR, Part 117, National Industrial Security Program Operating Manual (NISPOM)

· FAR, Part 4 ‐ Administrative and Information Matters, Subpart 4.4 (402,403,404)

· FAR, Part 52.204‐2, Security Requirements (clause)

· DoD Instruction (DoDI) 5220.22, National Industrial Security Program (NISP)

9.2 Operations Security

· National Security Presidential Memorandum‐28 (NSPM‐28) [13 January 2021]

· DoD Directive (DoDD) 3600.01, Information Operations (IO)

· DoDD 5205.02E, DoD Operations Security (OPSEC) Program

· DoDI 5230.09, Clearance of DoD Information for Public Release

· DoDI 5230.29, Security and Policy Review of DoD Information for Public Release

· DoD 5205.02‐M, DoD Operations Security (OPSEC) Program Manual

· DCMA-MAN 3301-06, Operations Security

9.3 Physical Security

· DoD Instruction 1000.13, Identification (ID) Cards for Members of the Uniformed Services, Their Dependents, and Other Eligible Individuals

· DoD Instruction 5200.08, Security of DoD Installations and Resources and the DoD Physical Security Review Board

· Federal Information Processing Standard 201-2, Personal Identity Verification of Employees and Contractors

· DCMA-MAN 3301-04, Physical Security

9.4 Facility Security Clearance

The work to be performed under this contract/order does not require access to classified information. No facility security clearance (FCL) is necessary.

9.5 Personnel Security

· Executive Order 13467, Reforming Processes Related to Suitability for Government Employment, Fitness for

· Contractor Employees, and Eligibility for Access to Classified National Security Information

· Executive Order 13488, Granting Reciprocity on Excepted Service and Federal Contractor Employee Fitness and

· Reinvestigating Individuals in Positions of Public Trust

· DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program

· DoDI 5200.02, DoD Personnel Security Program (PSP)

· DoDM 5200.02, Procedures for the DoD Personnel Security Program

· DCMA-MAN 4201-07, Personnel Security

All personnel performing on or supporting this contract/order in any way will be U.S. citizens. Contractor personnel must possess the final security clearance eligibility granted by DoD before performing on the contract. Personnel performing work under this contract must have a favorably adjudicated Tier 3 or equivalent background investigation for access to Controlled Unclassified Information (CUI). Security investigation (within scope) must be completed or a current up to date investigation must be in progress prior to commencing work on the contract and must maintain the level of security required for the life of the contract.

Contractor employees with an incident report in Defense Information System for Security (DISS) or an equivalent system who have had their access to classified information suspended will not be permitted to provide to fill positions requiring access to classified information on this contract/order. DCMA retains the right to request removal of contractor personnel regardless of prior clearance or adjudication status, whose actions, while assigned to this contract, clearly conflict with the interest of the U.S. Government.

Personnel must have favorable adjudication as stated in DoDM 5200.02 and in accordance with the Revised Federal Investigative Standards. The Contractor will provide sufficient documentation through their Security Office to the DCMA Security Office to show existing favorable adjudication of required investigations. DCMA security personnel will validate proof of existing investigations and adjudications.

DCMA Security uses the DISS or an equivalent system to verify investigations. DCMA Security will make every effort to confirm the investigation type of vendors not in DISS, however, timely results are not common, and delays would not be considered a reason for a U.S. Government caused delay.

New investigative requirements will be processed by DCMA Security Office (Attn: Personnel Security) 3901 Adams Avenue, Building # 10500, Fort Lee, VA 23801-1809. The Contractor will ensure Contractor support personnel submit the appropriate security forms in a timely manner to meet performance requirements.

The appropriate security investigation (within scope) must have been completed or a current up to date investigation must be in process. This contract/action requires a Tier Three (T3) investigation equivalent (ADP/IT-II). Listed below are categories and associated required investigations:

· Tier Five (T5) investigation equivalent (ADP/IT-I)

· Tier Three (T3) investigation equivalent (ADP/IT-II)

· To be allowed access to U.S. Government spaces and IT systems, Contractor employees must obtain a DoD issued Common Access Card (CAC). Contractor employees must first be vetted through his or her employer using the DoD-approved process to receive a CAC as outlined in the following documents:

· Federal Information Processing Standards Publication 201- 1, "Personal Identity Verification (PIY) of Federal Employees and Contractors"

· DoDI 5200.46, Investigative and Adjudicative Guidelines for Issuing the DoD CAC

· Directive-Type Memorandum (DTM) 08-003- "Next Generation Common Access Card (CAC) Implementation Guidance"

When Contractor employees are no longer supporting this contract, the Contractor is responsible for ensuring that all CACs are returned to the COR for disposition.

Access to U.S. Government computing assets is a privilege, and not a right. Access to these systems can be monitored at any time. Violations of established DoD policies and procedures can result in the revocation of those privileges.

Contractor employees shall be required to comply with all U.S. Government security regulations and requirements. Initial and periodic security training or briefings will be provided by U.S. Government personnel. Failure to comply with U.S. Government security regulations and requirements shall require the company to provide the U.S. Government with a written remediation/corrective action plan; furthermore, failure to comply with such requirements can be cause for removal and the contractor shall no longer provide service on this contract/order.

Contractor personnel shall comply with all local security requirements including entry and exit control for personnel and property at the U.S. Government facility.

When in U.S. Government-owned or controlled buildings or other facilities, Contractor personnel shall display U.S. Government -issued identification badges in accordance with local policy. Lost or misplaced keys, key cards, or badging credentials must be reported to the COR on the first duty day after the loss is detected.

9.6 Visit Authorization Letters (VAL)

Visit requests shall be processed and verified through the DISS to SMO. DISS visits for contracts/orders are identified as “Other” or “TAD/TDY” and will include the Contract/Order Number in the Additional Information section. Contractors that do not have access to DISS may submit visit authorizations by e-mail in a password protected .pdf to the COR. If DISS is not available, the VAL must contain the following information on company letterhead:

· Company name, address, telephone number, assigned CAGE Code, facility security clearance

· Contract/Order Number

· Name, SSN, date and place of birth, and citizenship of the employee intending to visit

· Certification of personnel security clearance and any special access authorizations required for the visit (type of investigation & date, adjudication date & agency, and IT access level)

· Name of COR/Alt COR

· Dates or period the VAL is to be valid

9.7 Data Access and Retention

9.7.1 Access to and Use of U.S. Government Information

If the Contractor, in the performance of this contract, obtains access to U.S. Government information contained in plans, policies, reports, studies, financial plans, or other products; or data which has not been released or otherwise made available to the public, the Contractor agrees that without prior written approval of the Contracting Officer, it shall not:

· use such information for any private purpose unless the information has been released or otherwise made available to the public;

· compete for work based on such information until such information is released or otherwise made available to the public;

· submit an unsolicited proposal to the U.S. Government which is based on such information until such information is released or otherwise made available to the public; and

· release such information unless such information has previously been released or otherwise made available to the public by the U.S. Government.

9.7.2 Access To and Protection of CUI

Contractor personnel will have access to “Covered defense information,” or CUI, as defined in 32 CFR, Part 2002. The contractor shall protect CUI, providing “Adequate security,” to the standards identified in the applicable laws, regulations, and government-wide policies. All Unauthorized Disclosures and violations associated with the mishandling of CUI must be reported to the COR within 24 hours of the occurrence.

Contractor personnel will generate, process, disseminate, store, or otherwise handle documents containing CUI. All contractor deliverables shall be marked in accordance with DoDI 5200.48, unless otherwise directed by the U.S. Government. The contractor shall comply with the provisions of the 32 CFR, Part 117, NISPOM and DCMA-MAN 3301-08 in all instances potentially involving classified information. The Contractor shall have a lawful government purpose to access CUI in the following categories with safeguards above and beyond the Basic safeguard controls:

NOTE: This is not an all-inclusive list of potential CUI categories which the contractor may have access in the performance of this contract.

The Contractor agrees that, to the extent CUI is received or access is allowed under this contract, CUI shall not be used or disclosed for any purpose other than providing the contract support services to the U.S. Government. The contractor shall not use or disclose CUI for personal or other commercial purpose outside the purposes of this contract. The Contractor further agrees to enter into a written agreement for the protection of CUI and shall protect CUI from unauthorized use or disclosure. A copy of each written agreement shall be furnished to the Contracting Officer. In addition, the Contractor shall obtain from each employee who has access to CUI under this contract, a written agreement (Non-Disclosure Agreement) which shall in substance provide that such employee shall not, during his/her employment by the Contractor or thereafter, disclose to others or use for their benefit, CUI received in connection with the work under this Contract.

When generating, processing, or otherwise working with CUI, the Contractor shall be aware of the potential to generate classified information.

The Contractor shall afford the U.S. Government access to the contractor’s facilities, installations, operations, documentation, databases and personnel used in performance of the contract/order. Access shall be provided to the extent required to carry out a program of IT inspection (to include vulnerability testing), investigation and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of data or to the function of information technology systems operated on behalf of DoD, and to preserve potential evidence of computer crime.

9.7.3 Data Retention

At the end of the period of performance of this contract, all items containing CUI provided to the Contractor in support of this contract must be returned to the COR.

10 Other Pertinent Information or Special Considerations

10.1 Identification of Potential Conflicts of Interest

Identify any situation that may influence which contractor should be awarded the contract/TO. Organizational COI is a situation where because of other relationships or activities a person (company) is unable or potentially unable to render impartial assistance or advice to the Government or cannot objectively perform contract work or has an unfair competitive advantage. FAR 9.502 states that “an organization COI may result when factors create an actual or potential conflict of interest on an instant contract, or when the nature of the work to be performed on the instant contract creates an actual or potential COI on a future acquisition.” An organizational COI exists when the nature of the work to be performed may, without some restriction on future activities, (1) result in an unfair competitive advantage to the contractor on other contracts or (2) impair the contractor’s objectivity in performing the contract work.

10.2 Identification of Non-Disclosure Requirements

All Contractors must execute a provided contractor non-disclosure agreement (NDA) for all services contracts regardless of award amount. The NDA must be signed within one week of contract/TO award. The COR is responsible for obtaining and maintaining NDAs for each contractor employee assigned to the contract/TO. The NDA template is attached below in Attachment 2.

from the Contracting Officer. This right shall not abrogate any other Government rights.

10.3 Data Rights:

The government shall have unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials shall not be used or sold by the contractor/reseller without written permission from the Contracting Officer. This right shall not abrogate any other Government rights.

10.4 Deliverables

10.4.1 Validation or Non-Validation Document: (Provided after kickoff meeting)

10.4.2 Project Schedule

10.4.3 Acceptance Test Plan (ATP) Report: (Upon job completion)

10.4.4 Final Report: System documentation and user environment photos (if allowed) to be delivered no later than ten (10) working days after completion of installation, configuration, and testing of the A/V system

10.4.5 System Control Programming: Delivered on digital media.

11 Government Furnished Property/Services The Government will provide ample space to perform the required tasks.

The Government will be responsible for any required facility electrical work.

The Government will provide access to all Government documents, people, facilities, and technology infrastructure relating to the success and completion of deliverables specified in this Performance Work Statement.

The client is responsible for painting and patching the ceiling where the current ceiling mounted displays are located

MPRR shall be sent to the KO, COR’s, and PM. The MPPR shall include the following at a minimum:

· Personnel List – The contractor is responsible for identifying that all personnel, to include any new personnel on the contract, have executed the NDA and the NDA is current as of the date of the MPPR.

· Monthly Usage Report – The Contractor shall submit to the COR, a monthly usage report with the details of the Potential SaaS Solution’s product and services used, in a MS Excel Office 365 compatible format.

11.1.1 Packaging, Packing and Shipping Instructions

None

11.1.2 Inspection and Acceptance Criteria

The contractor shall provide

11.1.3 Property Accountability

None

12 ICT Accessibility Requirements Section 508 Accessibility Standards

E205.1 General Electronic content shall comply with E205.

E205.2 Public Facing Electronic content that is public facing shall conform to the accessibility requirements specified in E205.4.

E205.3 Agency Official Communication Electronic content that is not public facing shall conform to the accessibility requirements specified in E205.4 when such content constitutes official business and is communicated by an agency through one or more of the following:

· A. An emergency notification.

· B. An initial or final decision adjudicating an administrative claim or proceeding.

· C. An internal or external program or policy announcement.

· D. A notice of benefits, program eligibility, employment opportunity, or personnel action.

· E. A formal acknowledgement of receipt.

· F. A survey questionnaire.

· G. A template or form.

· H. Educational or training materials; or

· I. Intranet content designed as a Web page.

E205.4 Accessibility Standard (WCAG 2.0) - Electronic content shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (Incorporated by reference, see 702.10.1).

E206.1 General. Where components of ICT are hardware and transmit information or have a user interface, such components shall conform to the requirements in Chapter 4.

E207.1 General Where components of ICT are software and transmit information or have a user interface, such components shall conform to E207 and the requirements in Chapter 5 Exception from E207.1 General: Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to the requirements in Chapter 5.

E208.1 General Where an agency provides support documentation or services for ICT, such documentation and services shall conform to the requirements in Chapter 6.

E301 General E301.1 Scope. The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

E302 Functional Performance Criteria

302.1 Without Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color. Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech. Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities. ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

503.1 General Applications shall conform to 503.

602.1 General. Documentation that supports the use of ICT shall conform to 602.

603.1 General. ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

603.2 Information on Accessibility and Compatibility Features. ICT support services shall include information on the accessibility and compatibility features required by 602.2.

603.3 Accommodation of Communication Needs. Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.