PWS Audiovisual Maintenance Service.pdf

PERFORMANCE WORK STATEMENT (PWS)

DACID Gillem Audiovisual Maintenance Service

US Army Criminal Investigation Laboratory

1. GENERAL: This is a non-personnel services contract to provide annual preventive maintenance and service repair for Spectra Analysis instruments operated by the U.S. Army Criminal Investigation Laboratory (USACIL). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to complete requested support and maintenance as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: DACID Gillem has the responsibility to create and maintain Audio Video capabilities investment. As a forensic laboratory center of excellence, the need for more frequent and robust video teleconferencing is not only necessary, but also tantamount to the Centers continued mission success.

1.3 Objectives:

• To remove the mounted monitors in RM 102 and 107 and relocate to RM 308. Relocate monitors to 308 to RM 112.

• To upgrade RMs 116/116A with (4) projectors, including the provision of new interface brackets.

• To upgrade BLDG 931/RM1212A - FXD RMs 926 and 928 upgrade with (1) AV bridge, (2)

USB extenders, (1) plus T transmitter, 1 Plus R receiver, and (1) camera.

• To provide twelve (12) hours per day, seven (7) days per week technical service support (12x7).

• To provide preventive maintenance (PM) in classrooms.

• To provide RMA Next Day Replacement of Parts.

• To provide a One (1) Hour Response Time.

1.4 Scope: The contractor shall monitor all aspects of the contract, from monitoring for the maintenance, setting up the lines of communication, and providing oversight of the maintenance team, while maintaining open communication channels between DACID Gillem project personnel.

The contractor who will work with project leads to ensure that the required levels of service are completed on time and with appropriate personnel.

1.5 Period of Performance: The period of performance (POP) shall be for one (1) Base Year of 12 months and two (2) option years. The contract will be for a total of three (3) years from award date and the proposed POP reads as follows:

Base Year 27 JUL 2026 – 26 JUL 2027

1.6 General Information

1.6.1 Quality Control: The contractor shall engage in an effective quality control program to ensure services are performed in accordance with this PWS. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the USACIL Quality Manual, Casework DNA Division Technical Procedures and the ASCLD-LAB/ISO requirements. These standards primarily focus on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. The standards define how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-2000 Monday through Sunday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce 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 are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the DACID Gillem buildings / classrooms / conference rooms.

1.6.6 Type of Contract: This is an is an ITES-3H vendor (W52P1J-16-D-0007) providing the range of professional AV/VTC systems and services required. Any changes will result in higher dollar costs as new vendors will have to re-write source code to control currently installed and managed AV equipment. The modified maintenance plan conforms to the U.S. Army’s Digital Transformation Strategy to sunset Video Telecommunication (VTC) both SIPR and NIPR while maintaining current classroom setup with existing AV equipment.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be able to pass general access requirements for Gillem Enclave.

1.6.7.1 Antiterrorism and Operational Security (AT/OPSEC):

1.6.7.1.a AT Level I Training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

1.6.7.1.b Access and General Protection/Security Policy and Procedures. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.7.1.c Access to a DoD Facility or Installation. Contractor and all associated sub‐contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13), applicable installation, facility and area commander installation/facility access and local security policies and procedures provided by government representative.

1.6.7.1.d iWATCH Training. The contractor and all associated sub‐contractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within calendar days of contract award and within calendar days of new employees commencing performance with the results reported to the COR NLT calendar days after contract award.

1.6.7.1.e OPSEC Training. Per AR 530‐1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

1.6.7.1.f Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.6.7.2 Key Control. NA

1.6.7.3 Lock Combinations. NA

1.6.8 Special Qualifications: The service technician performing work under this contract shall be licensed and certified by Spectra Analysis Instruments, Inc. to service and repair Spectra Analysis manufactured instruments listed in the contract.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: NA

1.6.12 Identification of Contractor Employees: Contractor Employees will be required to display issued visitor identification while in the facility.

1.6.13 Contractor Travel: The contractor shall bear all labor and travel costs for engineers and any other costs which may be associated with required maintenance visits, onsite visits to service, repair, replace or upgrade hardware, software and install new applications.

1.6.14 Other Direct Costs: NA

1.6.15 Data Rights: NA

1.6.16 Organizational Conflict of Interest: NA

1.6.17 PHASE IN /PHASE OUT PERIOD: NA

1.6.18 Safety: Contractors will be expected to conform to the USACIL requirements for employee safety including, but not limited to, OSHA, post fire safety requirements, general laboratory safety protocols, etc. when performing on-site services.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 ASCLD-LAB. American Society of Criminal Laboratory Directors- Laboratory Accreditation Board. The certifying board under which the U.S. Army Criminal Investigation Laboratory maintains certification.

2.1.2 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.4 CONTRACTING OFFICER. A person with authority to enter, 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.

2.1.5 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7 DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.8 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the position of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9 ISO. Certifying body under which the laboratory has certification.

2.1.10 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.11 N.I.S.T. National Institute of Standards and Technology.

2.1.12 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.13 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.14 QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.15 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.16 SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.17 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.18 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer 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 DNA Deoxyribonucleic Acid DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out PM Preventative Maintenance 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 TE Technical Exhibit

USACIL United States Army Criminal Investigation Laboratory

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DNA Division.

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, lab wipers, and other items necessary to maintain a laboratory environment.

3.3 Utilities: The Government will provide all utilities in the facility the contractors use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DDB Division.

3.5 Materials: The Government will provide Standard Operating Procedures and Policies, Quality Manuals and Technical Procedures as needed.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance: N/A

4.3. Materials: N/A.

4.4. Equipment: N/A

PART 5 SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. All safety protocols including, but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

5.2 The contractor shall remove mounted monitor in RM 102 and 107 and relocate to RM 308.

Relocate monitors from 308 to RM 112.

5.3 The contractor shall upgrade (4) projectors, including the provision of new interface brackets in rooms 116/116A.

5.4 The contractor shall upgrade (1) AV bridge, (2) USB extenders, (1) plus T transmitter, 1 Plus R receiver, (1) camera with Bldg. 931, RM 1212A and FXD Bldgs. 926 and 928.

5.5 The contractor shall provide service for twelve (12) hours per day, seven (7) days per week technical support (12x7).

5.6 Task Heading.

5.7 Service Contract Reporting: The contractor shall report the contract number and order number, total dollar amount invoiced for services performed during the previous Government fiscal year under the order, the number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year, and data reported by subcontractors when applicable.

This information shall be submitted annually by October 31 via the internet at www.sam.gov.

Contractors may direct questions to help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s website at https://SAM.gov. As part of its submission, the contractor will also provide the estimated total (if any) incurred to comply with this reporting requirement.

https://sam.gov/

PART 6 APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Any Contractor provided publications are to be procured and maintained at Contractor’s expense.

PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Metrics

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

STANDARDS PERFORMANCE

THRESHOLD

Method of Surveillance

Incentive (Positive and/or Negative)

PRS #1. PWS 5.1

Contract management

All safety protocols including, but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

95%

Periodic inspection

Contractor performance will be documented in

CPARS.

PRS #2. PWS 5.2

Remove mounted monitor in RM 102 and 107 and relocate to RM

308. Relocate monitors in 308 to RM 112.

Meet or exceed service contract terms and limitations

100% inspection

Contractor performance will be documented in

CPARS.

Monthly Rate.

PRS #3. PWS 5.3; RM

116/116A upgrade: (4) projectors, including the provision of new interface brackets.

Meet or exceed service contract

95% 100% inspection documented in

CPARS.

Monthly Rate.

PRS #4. PWS 5.4; BLDG

931/RM1212A - FXD

RMs 926 and 928 upgrade: (1) AV bridge,

(2) USB extenders, (1) plus T transmitter, 1 Plus R receiver, (1) camera.

Meet or exceed service contract documented in

CPARS.

Monthly Rate.

PRS #5. PWS 5.5; PRS

#3. PWS 5.2.1 The service contract will provide twelve (12) hours per day, seven (7) days per week technical support (12x7).

Meet or exceed the manufacturer’s specifications per quote.

documented in

CPARS.

Monthly Rate.

PRS #6. PWS 5.6;

Provide preventive maintenance in classrooms.

Within 2 weeks after the on-site visits and repairs

PRS #7. PWS 5.7; RMA

Provide next day replacement of parts.

Return Material Authorization (RMA) support, next day replacement for defective equipment (when available from the manufacturer), manufacturer repair of failed equipment, and Original Equipment Manufacturer (OEM) firmware updates, when applicable.

PRS #8. PWS 5.8;

Provide one (1) hour response time.

Help Desk technicians will respond to the Site Facilitator/point of contact (POC) within one (1) hour via telephone or VTC (i.e., Microsoft Teams, Zoom, Webex) to begin troubleshooting.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Quality Control Plan, PWS Para 1.6.1

Not later than 10 calendar days after receipt of the award

One (1) Original;

update as changes occur

Paper (hard copy) or electronic delivered via email

KO/COR

Deliverable Frequency # of Copies Medium/Format Submit To List of the primary service representative with contact information, PWS Para 4.1.2

Not later than 10 calendar days after receipt of the award

Original; update as changes occur

Paper (hard copy) or electronic delivered via email

KO / COR

Signed copy of service reports, PWS Para 4.1.3

Within two (2) weeks of completion of work

One (1) Original

Paper (hard copy) or electronic delivered via email

COR