PWS CIO Root Hall AV PMCS_Published.pdf

ACC REV AUG 22- CBPA REV NOV 24_1

PERFORMANCE WORK STATEMENT (PWS)

(Includes associated Performance Requirements Summary (PRS))

(CIO Root Hall AV PMCS – 12 Months)

PART 1

GENERAL INFORMATION

1.1 General: This is a non-personal service(s) contract under which the personnel rendering the service(s) 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.

1.2 Description of Services/Introduction: AV ProSupport Plus provides premium, proactive support for audio-visual (AV) infrastructure to ensure maximum uptime and operational efficiency. This comprehensive service, priced at $47,100 annually, includes preventative maintenance, rapid response, and expert technical assistance. Key features include manufacturer warranty coordination, 24/7 NOC support with a 2-hour critical issue response time, up to 10 onsite service visits (including knowledge transfer sessions), minor programming modifications, annual system health reporting, and a 15% discount on additional labor costs. Designed for organizations requiring high AV system reliability, this service minimizes disruptions, optimizes performance, and extends system lifecycle.

1.3 Background: This requirement supports the continued operation and maintenance of critical audio-visual (AV) systems within Root Hall. These systems are integral to academic daily operations, encompassing command briefings, training exercises, video teleconferences, and secure communications. Maintaining peak performance and minimizing downtime is paramount to the Army War College mission success. This is especially crucial given the increasing reliance on AV technology for information dissemination and collaborative decision-making.

1.4 Scope: The contractor shall provide comprehensive support services for the Government’s audio-visual (AV) infrastructure to ensure operational efficiency, reliability, and longevity. Services include preventative maintenance, onsite technical support, warranty coordination, minor programming modifications, annual system health reporting, and training sessions to enhance the Government’s ability to monitor, troubleshoot, and operate the AV systems.

1.5 Objectives: The objective of this Performance Work Statement (PWS) is to ensure the operational efficiency, reliability, and longevity of the Government’s audio-visual (AV) infrastructure through comprehensive support services. The contractor shall deliver preventative maintenance, onsite technical support, warranty coordination, minor programming modifications, and training sessions to enhance system performance and technician proficiency. These services will minimize downtime, optimize system functionality, and set conditions for the continued improvement and extended lifecycle of the AV systems, ensuring they meet the Government’s evolving operational needs.

1.6 General Information:

1.7 Quality Control Plan (QCP): This acquisition is for commercial services and will be performed using FAR Part 12 procedures. The contractor’s existing quality assurance system shall be utilized In Accordance With (IAW) FAR 12.208.

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

1.7.2 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any tasks or documentation (e.g., deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.7.2.1 U.S. Holidays: Work shall not 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 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

1.7.3 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ.

The Government standard facility office hours are Monday through Friday 0700-1700 with 0600-1800 as operating hours. Exceptions are 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.

1.7.4 Place of Performance: The work to be performed under this contract will be performed at Carlisle Barracks, Carlisle, PA. All travel to and from Carlisle Barracks, Pennsylvania shall be at the expense of the contractor.

1.8 Clearance Requirements: The following information is provided on security clearance related matters.

1.8.1 Facility Clearance Program: Contracted vendors performing work under this contract must have SECRET Facility Clearance at time of offer submission and must maintain the level of security required for the life of the contract. The contractor shall comply with the security regulations and requirements specified in Contracts Security Classification Specifications, DD Form 254 and addendum sheets. The contractor shall appoint a security officer, who shall (1) be responsible for handling all security aspects of the work performed under this contract; (2) ensure compliance with all DOD and US Army regulations regarding security, including but not limited to AR 380-67, AR 380-5, AR 25-2 and (3) ensure compliance with any written instructions from the security or Operations Security (OPSEC) Officer or Information Assurance Manager (IAM). The contractor shall identify and comply with all security requirements and shall identify personnel that no longer require access to Government Information Systems (IS) to the COR within 24 hours. The Contractor shall ensure that all assigned personnel understand applicable security policies and directives found in 32 CFR Part 117, National Industrial Security Program Operating Manual (NISPOM); AR 380-5, Information Security Program; and all other applicable policies and regulations.

1.8.2 Personnel Security Clearance Requirements: Contractor personnel performing work under this contract must have an interim personnel security clearance at the SECRET level in the Defense Information System for Security (DISS). The security requirements are IAW the DoD Contract Security Classification Specification DD Form 254. The Contractor shall ensure that contractor employees and subcontractor employees performing services under this contract shall comply with FAR 52.204-2, Security Requirements. After award has been made, the Contractor will send a visit request in DISS to verify clearances for all applicable employees before they perform services. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires contractors to comply with (1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (32 CFR Part 117); (2) any revisions to 32 CFR Part 117, notice of which has been furnished to the contractor.

1.9 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

The Contractor shall return installation passes and/or issued identification to the issuing IACS office when the contract is completed or when a Contractor employee no longer requires access. This includes when an individual is terminated or at the expiration of their employment or when the contract ends (whether due to expiration, termination, or cancellation).

1.9.1 Background Checks: 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.

1.10 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured IAW the Army Physical Security Program (AR 190-13.)

1.11 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The Contracting Officer, 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 shall 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.

1.12 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter 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. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. 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 property, and coordinate site entry of Contractor personnel.

1.13 Additional Key Personnel: Reserved

1.14 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.14.1 Contractor Identification Badges: Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification

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 IAW 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 Property - means all property owned or leased by the Government. Government property includes both Government-furnished and 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.

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 (QA)– (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) – A Government-developed document used to manage Contractor performance assessment by ensuring systematic quality assurance methods validate that Contractor efforts meet the results specified in the contract.

Quality Control (QC)– Measures taken by the Contractor to ensure that the quality of an end product or service meets contract requirements.

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

Workday - The number of hours per day the Contractor provides services IAW 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.

DOD Department of Defense COR Contracting Officer’s Representative FAR Federal Acquisition Regulation IAW In Accordance With PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control UOM Unit of Measure AV Audio-Visual

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3 Government Property and Services

3.1 Facilities: The Government will provide workspace necessary for the Contractor to provide the support outlined in the PWS to include desk space, storage rooms, etc. (Recommend consultation with KO to determine whether insertion of clause FAR 52.237-2 is needed. The clause states, “The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.”)

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 services as described in the PWS, except for those items specified in Part 2.

4.2 Secret Facility Clearance: The Contractor shall possess and maintain a Secret Facility

Clearance IAW DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM). Contractor employees performing work under this contract shall have been granted a Secret Clearance.

PART 5

SPECIFIC TASKS

5 Specific Tasks This section outlines the specific tasks the Contractor shall perform to meet the requirements of this PWS. Each task is tied to the corresponding Performance Requirements Summary (PRS) in Technical Exhibit A and the deliverables in Technical Exhibit B.

5.1 Audio-Visual infrastructure support

5.1.1 Preventative Maintenance (PRS #1)

The Contractor shall perform preventative maintenance on the Government’s audio-visual (AV) systems to ensure operational efficiency and reliability. Preventative maintenance shall include:

Inspecting and testing AV equipment to identify potential issues.

Cleaning and calibrating equipment to maintain optimal performance.

Replacing worn or defective components as needed.

Providing a summary of maintenance activities in the annual system health report.

5.1.2 Onsite Support Visits (PRS #2)

The Contractor shall provide up to 10 onsite support visits annually to address technical issues, perform repairs, or conduct training sessions. Each visit shall be documented in an onsite visit report, which includes:

A description of the issue addressed, or services provided.

Actions taken to resolve the issue.

Recommendations for future maintenance or improvements.

5.1.3 Warranty Coordination (PRS #3)

The Contractor shall coordinate with manufacturers to ensure timely processing of warranty claims for AV equipment. This includes:

Identifying equipment covered under warranty.

Submitting warranty claims and tracking their status.

Ensuring repairs or replacements are completed within the warranty terms.

5.1.4 Minor Programming Modifications (PRS #4)

The Contractor shall perform minor programming modifications to AV systems as needed. These modifications may include:

Adjusting system configurations to meet operational requirements.

Updating software or firmware to address compatibility or performance issues.

Documenting all changes in system configuration records.

5.1.5 Annual System Health Report (PRS #5)

The Contractor shall provide an annual system health report that includes:

A comprehensive assessment of the AV system’s condition.

Identification of potential issues and recommended corrective actions.

A summary of preventative maintenance activities performed during the year.

5.1.6 Training and Knowledge Transfer (PRS #6)

The Contractor shall deliver training and knowledge transfer sessions to enhance the Government’s ability to monitor, troubleshoot, and operate AV systems. Training shall include:

Technical Training: Troubleshooting and monitoring tools and techniques.

Network Topology Training: Understanding the AV system’s network design and data flow.

As-Built Documentation Review: Reviewing system documentation to support troubleshooting.

End-User Training: Training tailored to end users for daily operation of the AV system.

Advanced Technical Training: In-depth training for technical staff on diagnostics and root-cause analysis.

5.2 Explanation of Deliverables

The following deliverables correspond to the tasks described in Section 5:

Preventative Maintenance Summary: A detailed summary of all preventative maintenance activities performed during the year, included as part of the Annual System Health Report.

Onsite Visit Reports: A report documenting the purpose, actions taken, and outcomes of each onsite visit.

Warranty Coordination Status Report: A quarterly update on the status of warranty claims, including any pending or resolved claims.

Programming Modification Documentation: A record of all programming changes made to the AV systems, including the reason for the modification and its impact.

Annual System Health Report: A comprehensive report assessing the condition of the AV systems, summarizing maintenance activities, and identifying potential issues.

Knowledge Transfer / Technician Training Summary: A summary of knowledge transfer and training sessions conducted, including:

o Topics covered during the session (e.g., troubleshooting, network topology, system operation).

o Key takeaways and skills imparted to Government personnel.

o Recommendations for additional training or resources to enhance system proficiency.

PART 6:

APPLICABLE PUBLICATIONS

6 Applicable Publications (Current Editions): The following publications, manuals, regulations, etc. are mentioned in this PWS and are listed below.

AR 190-13: The Army Physical Security Program DoD 5220.22-M: National Industrial Security Program Operating Manual (NISPOM) AR 25-2: Information Assurance

PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule

TECHNICAL EXHIBIT A

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

PRS

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS

#1

Preventative Maintenance

(PWS 5.1.1)

Ensure all AV systems are operational and reliable.

95% reliability. Combination of customer feedback, inspections, and random sampling.

PRS

#2

Onsite Support Visits (PWS 5.1.2)

Complete up to 10 onsite visits annually.

100% completion.

Periodic inspections and customer feedback.

PRS

#3

Warranty Coordination

(PWS 5.1.3)

Ensure timely coordination of warranty claims.

100% compliance with timelines.

Document review and customer feedback.

PRS

#4

Minor Programming Modifications

(PWS 5.1.4)

Complete small-scale programming adjustments as needed.

100% completion.

Document review and customer feedback.

PRS

#5

Annual System Health Report

(PWS 5.1.5)

Deliver comprehensive system health report.

100% on-time delivery.

Document review and customer feedback.

PRS

#6

Training and Knowledge Transfer (PWS 5.1.6)

Deliver training sessions to enhance system proficiency.

100% completion of scheduled sessions.

Customer feedback and training attendance records.

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency Medium/Format Submit To

#1 Preventative Maintenance (PWS

5.1.1, PRS #1)

Annually. Email/Word.docx COR

#2 Onsite Visit Reports (PWS 5.1.2, PRS #2)

After each onsite visit.

Email/Word.docx COR

#3 Warranty Coordination Status Report (PWS 5.1.3, PRS #3)

Quarterly. Email/Word.docx COR

#4 Programming Modification Documentation (PWS 5.1.4, PRS #4)

After each modification.

Email/Word.docx COR

#5 Annual System Health Report

(PWS 5.1.5, PRS #5)

Annually. Email/Word.docx COR

#6 Knowledge Transfer / Technician Training Summary (PWS 5.1.6, PRS #6)

After each training session.

Email/Word.docx COR