S01 Revised SOW - Maine Conferencing System_8-21-24 (BangorME).pdf

STATEMENT OF WORK

NRCS CONFERENCING

SYSTEM

NRCS MAINE STATE OFFICE

CONFERENCE ROOM 1

Date: 8/21/2024

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

1.3 Scope

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.2 Contractor Personnel Qualifications

2.3 Key Personnel

2.4 Location and Hours of Work

2.5 Invoicing

2.6 Identification of Contractor Personnel

3 REQUIREMENTS/TASKS

3.1 Requirement/Task 1

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Security

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services

5.3 Restrictions Against Disclosure

5.4 Organizational Conflicts of Interest

5.5 Insurance

1 INTRODUCTION

Department of Agriculture, Natural Resources Conservation Service (NRCS) requires Audio / Video conferencing equipment be installed at their Maine State office located at 967 Illinois Ave, Bangor, Maine, 04401 training / conference room.

1.1 Mission

The NRCS mission is to deliver conservation solutions so agricultural producers can protect natural resources and feed a growing world.

1.2 Background

The NRCS State office requires the training room be equipped with state of the art AV equipment to better communicate, increase efficiencies and productivity for the Mission area.

1.3 Scope

The purposed planning of the multi-agency conference room is to create a user-friendly conference area that will be used by NRCS and other USDA agencies for planning and training purposes. For such purposes proper audio and camera needs must be met so that employees can interact with other employees in other locations.

2 GENERAL REQUIREMENTS

The list below are the requirements:

- Vendor shall Remove any existing equipment – equipment to be retained by USDA NRCS.

- System must have capability to utilize wireless and wired network.

- Open mode presentation.

- System must have agnostic video conferencing capability, support Microsoft Teams, and be supportable by the USDA CEC i.e. Cisco or Polycom

- Mic lapel to include voice lift

- Video conferencing ceiling microphones and speakers to accommodate room size.

- Wireless podium microphone

- Full combination video conference with 2 displays

- Side B display must be able to function as a confidence monitor

- Front and rear cameras with ability to track speakers/presenters

- Both monitors screens should be matte finish.

- Side A – to be utilized in open mode/full video conferencing mode. Must include a minimum of 2 laptop connections (HDMI). Monitor should be minimum 4k display and 86” – 100” in size.

- Side B monitor to include a minimum of 2 laptop inputs for stand alone presentation.

Monitor should be minimum 4K 65” – 86” in size. Monitor must include speakers or ability to connect to room audio.

- Audio system must include digital sound processing capability. This will include handheld, lapel, and integrated microphones. Two lapel mics to function together or separate.

- Supply and install rack cabinet to house AV controls to left of Side A screen with black finish.

- Supply and install integrated touch panel in optimal location on wall beside Side A screen. This should include the ability to control room presentation.

- Supply and install 4K cameras Side A (secondary camera) and Side B (primary camera). 3 Side B camera must be able to track presenter and others speaking in the room.

- Provide optional pricing for Side A (secondary) camera to track presenter and others speaking in the room.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.2 Contractor Personnel Qualifications

The contractor shall have clearance and experience installing audio video equipment in government facilities. Contractor shall provide documentation of key personnel experience.

2.3 Key Personnel

The contractor shall provide a point of contact who will provide updates and be available to the customer during the period of performance

2.4 Location and Hours of Work

Work under this contract is performed at the USDA-NRCS State Office, 967 Illinois Ave, Bangor, Maine, 04401. Normal agency workdays are Monday through Friday, except U.S. Federal Holidays.

Agency employees typically work eight hours per day, 40 hours per week. Federal employee core hours of work are from 9:00 AM to 3:00 PM daily.

The Contractor shall be responsible for establishing their work hours under this contract, except when access to the USDA-NRCS State Office is required, in which case the Government may limit the Contractors access based on availability of agency employees. However, Contractor employees in possession of a valid HPDS-12 PIV-II Compliant Credential (e.g., LincPass) can work unaccompanied at government locations upon Government approval. See Section SOW 5.1 for additional information.

Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced.

2.5 Invoicing

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract.

2.6 Identification of Contractor Personnel

Contractor employees, including subcontractors, who attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

3. Requirements/Tasks

3.1 Requirements/Tasks.

3.1.1 Requirements Task 1

The Contractor shall install all components to meet the General Requirements.

3.1.2 Requirements Task 2

The Contractor shall test and train employees on all components and operating devices and verify that they are functioning and operating to meet the requirements specified in section 2 General Requirements.

4. Deliverable/Schedule Timely completion of deliverables is essential to a successful outcome. Below are the required due dates for each requirement/task.

Item No.

Deliverable Performance Objective/Task

Due

1 Task 1: Installation Phase PWS Section 3.1.1 November 1, 2024 2 Task 2: Test and Train Phase PWS Section 3.1.2 November 1, 2024

5 SPECIAL REQUIREMENTS

This section describes the special requirements that apply to this contract. The following sub-sections provide additional detail for each requirement.

5.1 Security

FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, establishes the policy and use requirements for FAR Clause 52.204.9, Personal Identification Verification of Contractor Personnel, which is hereby incorporated into this order by reference. It requires Contractor compliance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

USDA policy implementing referred to in paragraph (a) of the clause is at USDA Department Manual 4620-002, USDA Departmental Regulation 4620-002. This policy applies to Contractor employees, including subcontractor employees, who require routine access to federally controlled facilities and information systems. All such employees must have been successfully identity proofed (FBI fingerprint check) and have at minimum a successfully adjudicated Tier 1 (T1) or Department of Defense/Defense Counterintelligence Security Agency (DCSA)/National Security (NS) community background investigation to serve on the contract. USDA agencies may grant access to USDA information systems after successful adjudication of the FBI fingerprint check.

Completion and successful adjudication of the final T1 (or higher) results or DCSA/NS BI are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the employee shall be removed from the contract immediately and replaced immediately. Unless an employee already has successfully completed these requirements and the investigation is current, the employee will be required to complete an electronic Questionnaire for Investigations Processing (eQIP), fingerprint check (instructions to be provided by the Farm Production and Conservation, Homeland Security Division, Personnel Security Branch), and other required forms. The Contractor is responsible for any cost of obtaining the fingerprints. The Government is responsible for the cost of the FBI fingerprint check and background investigation.

The agency does not have any control over the timeliness of the background investigation or that it will be completed within the performance period of this contract, but it is estimated to be completed approximately 30-120 calendar days (depending on the level of the background investigation), once the Contractor provides all of the required documentation and the agency submits it to DCSA. Fingerprint check results are estimated to be received within 10 calendar days once the Contractor provides all of the required documentation and the agency submits it to DCSA.

Upon award of the contract, and once the agency has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly to prevent delays in granting access.

If employees will be provided access to USDA information technology equipment and systems, they will be required to take information security awareness training and pass a test prior to be granted access.

The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract.

At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities and information technology systems. The list shall be made available to the Government upon request.

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services The Government will make the following available to the Contractor:

1. Necessary backend infrastructure. This is to include the necessary addresses and/or credentials necessary to connect to the USDA system. This will either be provided directly to the contractor or as a proxy by the USDA IT services.

5.3 Restrictions Against Disclosure

The Contractor agrees, in the performance of this contract, to keep all information contained in source documents or other media furnished by the Government in the strictest confidence. The Contractor also agrees not to publish or otherwise divulge such information in whole or in part, in any manner or form, nor to authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to such information while in the Contractor’s possession, to those employees needing such information to perform the work provided herein (e.g., on a "need to know" basis). The Contractor shall to immediately notify the Contracting Officer, in writing, in the event that the Contractor determines or has reason to suspect a breach of this requirement.

The Contractor agrees not to disclose any information concerning work under this contract to any persons or individual unless prior written approval is obtained from the Contracting Officer. The Contractor agrees to insert the substance of this clause in any consultant agreement or subcontract hereunder.

Performance of work may involve access to potentially sensitive information about governmental and landowner issues. All Contractor personnel shall comply with the terms of AGAR clause 452.224-70 (Confidentiality of Information), as well as provisions of the Privacy Act of 1974 (5 U.S.C. 552a) Additionally, the Contractor’s personnel shall comply with privacy of personal information relating to agency programs in accordance with Section 1244 of Title II of the Farm Security and Rural Investment Act of 2002 (P.L. 107-171) and Section 1619 of Title I of the Food, Conservation, and Energy Act of 2008. The Contractor’s employees shall not disclose contents of agency case files and/or records to anyone other than authorized United States Department of Agriculture employees without the express written consent of the Freedom of Information Act and Privacy Act Officer, through the Contracting Officer.

5.4 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.

5.5 Insurance

The table below lists the kinds and minimum amounts of insurance required, as referenced in contract clause 52.228-5 (Insurance–Work on a Government Installation).

Minimum Insurance Requirements

1 Workers' compensation and employer's liability $100,000 or per statute

2 General liability:

Bodily injury $500,000 per occurrence Property damage $100,000 per occurrence 3 Automobile liability:

Bodily injury $200,000 per person / $500,000 per occurrence

Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued. The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest. This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

The requirement of contract clause 52.228-5 is hereby supplemented to provide that the general liability policy shall name "The United States of America, acting by and through the U.S.

Department of Agriculture Farm Production and Conservation Business Center," as an additional insured with respect to operations performed under this contract.