PWS - INWS Maintenance 14May2024.pdf

BATTLE CREEK ANG BASE

110TH COMMUNICATIONS FLIGHT

A I R N A T I O N A L G U A R D

Installation Notification and Warning System (INWS) Maintenance

Performance Work Statement (PWS) 14 May 2024

Table of Contents 1 Scope

1.1 Background

1.2 Tasks

1.3 Period of Performance

1.4 Place of Performance

1.5 Operating Hours

1.6 Recognized Holidays/Base Closures

1.7 Quality Assurance

2 General Contractor Requirements

2.1 Security Requirements

2.2 Combating Trafficking in Persons

2.3 Contract Administration

3 Specific Contract Requirements

3.1 Systems Testing

3.2 Preventative Maintenance

3.3 Troubleshooting and Repairs

3.4 Qualifications of Suppliers and Contractors

3.5 Installation Requirements

4 Definitions and Acronyms

4.1 Definitions

4.2 Acronyms

1 Scope The Installation Notification and Warning System (INWS) is a combination of notification methods using audible/visual signals, verbal messages, and electronic communications and provides all elements of a robust mass notification system including interfaces. The system is integrated with associated Network Centric Alerting System (NCAS), automated telephone (robo) calls, Simple Message Service (SMS) text alerts. The system interfaces to the base Public Address (PA) system and provides alert precedence override from both the MNS Control station (overrides PA head-end equipment), and from the individual building MNS Autonomous Control Unit (ACU) (for single building override). The INWS at the 110th Wing consists of 22 Federal Signal Remote Terminal Units (RTU) and associated speakers spread across 18 buildings, 3 Federal Signal outdoor giant voice towers, 2 control centers with RF consolettes, 1 data center server, 1 maintenance terminal, and an AtHoc alert system. The vendor shall provide all testing, maintenance, and troubleshooting of the systems described above.

1.1 Background

This effort will encompass the testing, preventative maintenance, and troubleshooting of the mass notification system at the 110th Wing, Battle Creek, Michigan. The purpose of this requirement is to ensure an integrated level of coordination of DOD mass notification capabilities with national systems as required by Executive Order 13407, Air Force Instruction 10-2501 which states that every Air Force installation must have a rapid and effective system to disseminate emergency information quickly.

1.2 Tasks

1.2.1. Fulfillment of tasks defined within this initiative must provide all professional and technical personnel as well as materials to perform various testing, preventative maintenance, and troubleshooting efforts necessary to comply with this Performance Work Statement.

1.2.2. Communication methods to be addressed in subtasks include:

• Giant Voice

• Central Control Station(s)

• Data Center Server and Maintenance Terminal

• Individual Building Mass Notification System (including speakers, ACUs and LOCs)

• Integration with Monaco fire system where applicable

• Integration with Automated Calling/SMS Text Messaging services, windows popup, etc. (AtHoc)

1.3 Period of Performance

The period of performance will be 12 months from date of award.

1.4 Place of Performance

Place of performance is the 110th Wing ANG installation located at 3367 West Dickman Rd, Battle Creek, MI 49037. Site specific information and drawings may be provided upon request.

1.5 Operating Hours

The contractor shall provide services during the base’s normal duty hours to the maximum extent possible, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. System downtime for preventative maintenance and testing windows of INWS systems will be coordinated with local unit personnel to minimize impact to mission operations.

1.6 Recognized Holidays/Base Closures

The following are recognized US holidays. The contractor shall not perform services on these days:

New Year’s Day: January 1st Martin Luther King, Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day: July 4th Labor Day Columbus Day Veteran’s Day: November 11th Thanksgiving Day Christmas Day

1.6.1 Additional federal holidays or time off declared by the President of the United States or Government employees may be given “59 minutes” early release.

1.6.2 Unscheduled Gate / Base Closures. Unscheduled gate closures by the Security Forces may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays.

Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations.

Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.6.3 Contractor shall not report to work on those days the Government or installation is closed due to inclement weather, national emergencies, or other events requiring installation closure.

1.6.4 Performance of Services during Crisis or Emergency Conditions. In the event of a crisis, services on this contract have been determined as non-essential and do not require continued support during the crisis.

1.7 Quality Assurance

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

2 General Contractor Requirements

2.1 Security Requirements

The contractor and all associated subcontractors’ employees shall comply with all applicable installation, facility, and area commander installation and facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

2.1.1 General Security The contractor shall:

a. Comply with the Computer Security Act of 1987 and all DoD and Air Force requirements for access to Sensitive, but Unclassified Information and classified systems.

b. Comply with all administrative and security requirements to obtain a Contractor’s Badge.

c. Return of Contractor Badges and any other government property upon contract completion or when contract personnel no longer require access to the installation (e.g. quits or the contract is terminated).

d. Coordinate with the site POC or sponsoring organization on all security issues and to gain access to the base and all areas necessary to execute this project.

e. Comply with established security procedures for entering an installation and its facilities, including special security procedures for entry to restricted or controlled areas. The government reserves the right to refuse entry to any individual at any work location. Any areas where work must be done or systems checked that are located within a secure environment, the site POC will ensure those areas are sanitized of any or potential classified information and contract personnel are escorted at all times.

f. Protect DoD information technology resources (e.g. installations, personnel, equipment, electronic media, documents, etc.) from damage, loss, theft or unauthorized physical access.

The contractor shall ensure physical security is in accordance with DoDD 5200.28.

g. The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation.

All contractor employees shall carry proper identification with them at all times.

2.1.2 Increased Force Protection Conditions (FPCONS). There could be impact on contractor performance during increased FPCON due to periods of increased threat. During FPCONs Charlie and Delta, services may be discontinued / postponed due to higher threat. Services will resume when FPCON level is reduced to level Bravo or lower.

2.1.3 Random Antiterrorism Measures Program (RAMP). Contractor personnel working on an installation are subject to participation in the installation RAMP Program (e.g. vehicles searches, wearing of ID badges, etc).

2.1.4 As necessary, the contractor shall coordinate with the base POC to obtain and return temporary badges and vehicle registrations.

2.1.5 All contractor personnel shall comply with established security procedures for entering an installation and its facilities, including special security procedures for entry to restricted or controlled areas.

2.1.6 The Government reserves the right to refuse entry to any individual at any work location.

2.1.7 Base Entry: The contractor and its employees shall comply with all base traffic regulations. The award of this contract does not create a right to have access to any military installation.

2.1.8 Access and General Protection/Security Policy and Procedures. This standard language is for contractor employees with an area of performance within Government controlled installation, facility, or area. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

2.2 Combating Trafficking in Persons

The United States Government has adopted a zero tolerance policy regarding trafficking in persons.

Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

2.3 Contract Administration

2.3.1 Contract Manager (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 for the contractor on all contract matters relating to daily operation of this contract.

The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, 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.

2.3.2 Post Award Conference / Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting 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. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

2.3.3 Contractor Travel and Mobilization. Contractor travel and mobilization will be included in their proposal and will be part of the firm fixed price contract.

3. Specific Contract Requirements

3.1 Systems Testing

3.1.1 Vendor will work with Security Forces, Command Post, and Base Comm to schedule quarterly systems testing of the following:

• Giant Voice

• Mass Notification

• AtHoc (ensure system integration is working properly)

• Monaco integration as applicable

3.1.2 Contractor shall ensure all system components are operational, volumes are set at appropriate levels, and audible warning messages are transmitted intelligibly.

3.1.3 Contractor shall ensure all warning systems interoperable functionality performs as intended (AtHoc, Monaco).

3.2 Preventative Maintenance

3.2.1 Contractor shall perform biannual preventative maintenance inspections (PMI) on all Remote Terminal Units, outdoor towers, and all associated components.

3.2.2 INWS systems shall be visually inspected for wear-and-tear, corrosion, and to ensure solid connection/seating of all components.

3.2.3 All outdoor tower and RTU batteries shall be tested and, if needed, replaced.

3.2.4 Outdoor tower solar panel and indoor RTU charging unit outputs shall be tested to ensure they are functioning as intended.

3.3 Troubleshooting and Repairs

3.3.1 In the event that any aspect of the INWS is not functioning as intended, vendor will provide a knowledgeable, certified technician(s) to troubleshoot the issue(s) and determine the course of action required to restore full system functionality.

3.3.2 If issues with the INWS arise between regularly scheduled systems testing or PMI’s, vendor will dispatch a technician within 10 workdays of being notified of the issue to begin the troubleshooting process.

3.3.3 Small-scale issues with low to no-cost solutions (under $100) shall be resolved as soon as possible at no cost to the Government. (e.g. replacing a broken cable, tweaking system settings, etc.)

3.3.4 In the event that troubleshooting reveals extensive repairs or equipment replacement are necessary to restore functionality, vendor will provide a detailed, comprehensive solution and quote for repairs to the 110th Communications Flight to determine the way forward.

3.4 Qualifications of Suppliers and Contractors

The contractor shall use system technicians that are able to demonstrate a full knowledge and understanding of systems used for mass notification. Vendors will use industry certified personnel to perform system testing, maintenance, and repairs.

3.4.1 Certified Personnel. The contractor shall use qualified personnel IAW this PWS and UFC 4- 021-01, Design and O&M: Mass Notification Systems, dated 9 April 2008 Change 1, January 2010.

3.4.2 MNS Component Products and Manufacturers Qualifications. Only accept products from manufacturers that can meet the design criteria of this UFC and can demonstrate 5 years of experience in producing products similar to those required for mass notification. Utilize products of current manufacture with replacement parts and components available for a minimum of 10 years.

3.5 Installation Requirements

3.5.1 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S). The contractor shall, to the maximum extent possible, reuse existing materials.

3.5.2 Site Structural Work, Restoral and Damage. Both Contractor and Host Wing will coordinate with the Base Civil Engineer (BCE) in situations where this may apply.

3.5.3 Work Site Maintenance. If performing repair actions, the contractor shall perform daily area cleanup at all equipment repair locations until completion of work at each site. Housekeeping actions will include removing all excess debris (boxes, wrapping, cables, etc.) and returning facilities to their previous condition once all repair actions are complete. The contractor shall repair or replace all facilities and equipment damaged by the contractor or their subcontractors. All affected areas shall be restored to their original condition.

3.5.3.1 Contractor shall ensure no defacement occurs to the building structure(s) where work is being performed.

3.5.3.2 Contractor shall dispose of any removed cable and hardware unless the local base POC requests and the COR concurs with the material being returned to the government.

3.5.3.3 Contractor shall restore all locations following any work.

3.5.4 Safety. The contractor shall comply with all local and industry standard safety procedures.

3.5.4.1 In the event of a conflict between general references, standards, codes and guidance publications the greater requirement between publications shall be required.

3.5.5 Inspection, Testing and Acceptance. Upon completion of the repairs, the contractor must complete inspection and performance testing with a representative of the 110th Communications Flight. Payment will not be made until testing results are accepted by 110 CF.

4 Definitions and Acronyms

4.1 Definitions.

CONTRACTOR. 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.

CONTRACTING OFFICER (KO). A person with 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). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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 as long as 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.

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.

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

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

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

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

WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

4.2 Acronyms.

COR Contracting Officer Representative DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer 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

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance stands. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS

Paragraph

Task Performance Standard Acceptable Quality Level (AQL)

Surveillance Method by COR

3.1 System Testing System testing is conducted

quarterly

100% compliance Inspection during scheduled testing

3.2 Preventative

Maintenance

Preventative maintenance is conducted semiannually

100% compliance On-site inspection and testing

3.3 Troubleshooting

Repairs

System issues are investigated, technicians dispatched within specified timelines.

No more than 10% non-compliance

Periodic inspection

3.3.4 Provide Quotes

for Extensive Repairs

Reports and quote are provided to 110 CF and KO within specified timelines.

No more than 10% non-compliance

Periodic inspection / Review of reports

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference/ Deliverable Title

Frequency Number of Copies Medium/Format Submit To

Base Access / Security List

NLT 14 days of first visit to site.

Updated for new employees as needed.

1 per employee requesting access.

Email with completed Base Access Request Forms.

COR

Proof of Safety Training

As needed including but not limited to: fall protection, battery handling, and for required lift equipment.

1 per employee performing tasks or operating machinery.

Email with attached training certificate or physical copy of training certificate.

COR

4 Definitions and Acronyms