DME Solicitation Document - A002.docx

TABLE OF CONTENTS

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Section B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

The Department of State (DOS), Bureau of Diplomatic Security (DS), Office of Security Technology (ST), Facility Security Engineering Division (FSE), Domestic Management Engineering Branch (DME) has a requirement for a Contractor to provide technical security installation services for all DOS domestic facilities. The Contractor will be responsible for installation of new Technical Security Systems (TSS), the design, engineering and installation of Technical Security Upgrades (TSU) and lifecycle repair maintenance. The Contractor shall also provide preventative maintenance and first responder services to ensure installed TSS are successfully protecting information and people.

B.2 PRICING STRUCTURE

a) This is a cost-plus-fixed-fee (completion form) contract, as defined in FAR 16.306 (Cost-Plus-Fixed-Fee Contracts). Payment will be made at the allowable actual incurred direct costs, applicable indirect costs, and fixed fee. Applicable indirect costs are calculated by multiplying the negotiated applicable provisional billing indirect cost rates (or established revised billing rates or final indirect cost rates, subject to negotiated ceiling indirect cost rates – see Sections B.3 and B.4) by actual incurred direct costs. The fixed fee results from a fee percentage applied to the sum of estimated direct costs and applicable indirect costs.

b) The following are the two funded CLINs (contract line item numbers) for this contract:

CLIN X001: Allotted estimated direct and indirect costs (see Section B.9) CLIN X002: Fixed Fee (see Section B.6)

c) The following are the sub-CLINs under CLIN X001, descriptions, and contract references. The sub-CLINs will be used exclusively for estimating and billing purposes. See Sections G.6 and G.7 for more information.

d) Within each sub-CLIN under CLIN X001, the Government will not reimburse costs for cost elements for which there are no estimated costs. Any exceptions must be issued by the Contracting Officer.

e) CLIN X002 (Fixed Fee) will be used for funding and billing purposes.

B.3 PROVISIONAL BILLING RATES

a) The following table displays the negotiated provisional billing rates:

Indirect Cost Rate Description Negotiated Provisional Billing Rate

Allocation Base

Contractor Fiscal Year Period

1)

2)

b) The Contractor may recover, if consistent with FAR Part 31 and the Contractor’s established or disclosed cost accounting practices, allowable indirect costs.

c) Only the Contractor’s indirect cost rates are identified above.

d) The Contractor shall be reimbursed: 1) only the indirect cost rate descriptions identified in the table unless prior written approval was obtained by the Contractor’s cognizant Federal agency official; and 2) at the negotiated provisional billing rates until revised billing rates or final indirect cost rates have been established by the Contractor’s cognizant Federal agency official.

e) If any revised billing rate or final indirect cost rate(s) established by the Contractor’s cognizant Federal agency official exceeds this contract’s respective ceiling indirect cost rate (see Section B.4), the Contractor shall be reimbursed at the contract’s ceiling indirect cost rate.

f) The Contractor shall make no change to its established or disclosed method of classifying or allocating indirect costs without the prior written approval of the Contractor’s cognizant Federal agency official.

g) The Contractor’s fiscal year period is the period used by the Contractor for cost accounting purposes.

B.4 CEILING INDIRECT COST RATES

a) The following table displays the negotiated ceiling indirect cost rates:

Allocation Base Contractor Fiscal Year Period

1)

2)

b) The negotiated ceiling indirect cost rates will be compared to the respective established final indirect cost rates, and the Government shall pay the lesser of the negotiated ceiling indirect cost rates and the respective established final indirect cost rates. See Section B.3(e) for the other usage of the negotiated ceiling indirect cost rates.

c) If the Government uses the quick-closeout procedure provided in FAR 52.216-7 (Allowable Cost and Payment), the Government will not pay indirect cost rates that exceed the respective negotiated ceiling indirect cost rates.

B.5 TRAVEL COSTS

a) Travel under this contract is generally defined as Contractor air and ground transportation, Contractor lodging, and Contractor meals and incidental expenses.

b) Travel costs shall be allocated to the CLIN X001 sub-CLIN which the specific travel benefits.

c) Except as otherwise provided herein, the Contractor shall be paid its allowable travel costs in accordance with FAR 31.205-46 (Travel Costs).

d) Travel must be directly related to and be required for performance of the contract.

e) Travel costs are authorized only for travel beyond a 50-mile radius of the Contractor employee’s local place of performance (official duty station) whenever work is required to be accomplished at a remote work site. No travel costs (or associated labor time during travel) shall be allowable for work performed at a Contractor’s local office or any other work site within a 50-mile radius of the Contractor employee’s local place of performance (official duty station). No travel costs (or associated labor time during travel) shall be allowable for telecommuting beyond (or within) a 50-mile radius of the Contractor’s local place of performance (official duty station).

f) Costs when using a privately owned vehicle (POV) for official travel are allowable provided that such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train). Reasonable associated costs, such as tolls and parking fees, are also generally allowable. The Contractor shall submit, as an attachment to its invoice, evidence to support the reasonableness of POV costs.

g) When traveling in a POV for official travel, the Contractor shall be paid mileage costs at a rate that does not exceed the POV mileage rate established by the Internal Revenue Service.

h) Costs for car rentals for official travel are allowable provided that: such rentals are consistent with good business practice; such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train); and such costs do not exceed the actual cost of renting a compact automobile (maximum of one automobile for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and Contracting Officer approval is obtained. Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

i) The Government will pay the Contractor for each Contractor employee’s travel time to or from authorized work locations as long as such travel time is during the Contractor employee’s regular working hours during its normal 40-hour workweek and such payment is in accordance with the Contractor’s established travel policy. Travel time begins no earlier than two hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. The Contractor shall not be paid for time spent in layovers that are for the convenience of the Contractor. The Government will not pay more than eight hours per day per Contractor employee for Contractor employees’ travel time. Exceptions must be authorized in advance and in writing by the Contracting Officer.

j) Travel must be authorized in advance by the Contracting Officer’s Representative or Government Technical Monitor.

k) If work under this contract will be performed at the Government site at the Department of State main building, 21st and Virginia Avenue, NW, Washington, DC 20520, or other State Annexes in the metropolitan Washington, DC area, daily commuting time and expenses between the Department of State site and some other location, such as a home office, shall not be allowable under this contract. However, commuting time and expenses between the Department of State site and some other location, such as a home office, shall be allowable when performing occasional official business (e.g., to attend a meeting at the Department of State site).

l) Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor is required to use a U.S.-flag air carrier service unless specific conditions exist. If such conditions exist, the Contractor shall submit with its voucher a memorandum explaining why it did not use a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of such explanation.

B.6 FIXED FEE

a) The negotiated fixed fees are allocated to CLIN X002 (Fixed Fee).

b) The following are the negotiated fixed fees:

c) If, however, pursuant to FAR 16.306(a) (Cost-Plus-Fixed-Fee Contracts), changes in the work to be performed under the contract occur (e.g., increase or decrease in estimated direct costs for the next contract year), the Government and Contractor will adjust the negotiated fixed fee by multiplying the applicable negotiated fee percentage [see Section B.6(d)] to the sum of the new estimated direct costs and applicable indirect costs.

In such a case, applicable indirect costs will be calculated by multiplying the negotiated applicable provisional billing indirect cost rates (or established revised billing rates or final indirect cost rates, subject to negotiated ceiling indirect cost rates – see Sections B.3 and B.4) by the new estimated direct costs.

d) The following are the negotiated fee percentage(s):

e) Notwithstanding the withholding of a fixed fee reserve pursuant to FAR 52.216-8(b) (Fixed Fee), the negotiated fixed fee for each performance year will be paid in monthly installments by dividing the negotiated fixed fee by 12 months. However, full monthly payment is contingent upon the Contractor completing the contract’s requirements for the month to the satisfaction of the Contracting Officer [see FAR 16.306(d)(1) (Cost-Plus-Fixed-Fee Contracts)].

If the Contracting Officer is not satisfied, the Contractor will receive a pro-rata share of the monthly amount of the negotiated fixed fee for the month’s requirements to which the Contracting Officer issued his satisfaction. Any withheld fixed fee resulting from the Contracting Officer not issuing his satisfaction will be released to the Contractor when the Contractor completes the requirement(s) to the Contracting Officer’s satisfaction.

Contracting Officer’s satisfaction will be based on the Contractor meeting the acceptable quality levels/minimum satisfactory ratings in Section C.6 (Performance Requirements Summary).

B.7 OVERTIME

1. Overtime is defined as time worked in excess of the number of hours in a normal workweek, pursuant to FAR 22.103-1 (Overtime).

1. Costs and fixed fees in this contract are based on a normal workweek of 40 hours (8 hours/day x 5 days/week).

1. Payment for overtime must be authorized in advance and in writing by the Contracting Officer.

1. Payment for overtime must not conflict with any Contractor uncompensated overtime policy or practice.

1. Any Government payment for Contractor employee overtime will be made at the actual incurred hourly labor rate that the Contractor pays the Contracting Officer-authorized employee and determined allowable by the Contracting Officer. Such payment will be based on law, regulation, and Contractor policy or practice.

B.8 ESTIMATED COST

Pursuant to FAR 52.232-22(a) (Limitation of Funds), the five-year estimated cost (sum of estimated direct costs and indirect costs) of this contract is $_____________.

B.9 ALLOTTED COST

Pursuant to FAR 52.232-22(b) (Limitation of Funds), the amount presently available for payment of costs by the Government and allotted to this contract is $_________. This amount covers the items under CLIN X001. It is estimated that the allotment will cover the period of performance of _______ through ______.

B.10 DATA OTHER THAN CERTIFIED COST OR PRICING DATA

The Government did not require and rely upon certified cost or pricing data, as described in FAR Subpart 15.4, for award of the contract because adequate price competition had been obtained. Instead, where applicable, the Government required and relied upon data other than certified cost or pricing data.

SeCTION C - PERFORMANCE WORK STATEMENT (PWS)

C. 1 INTRODUCTION

The Department of State (DOS), Bureau of Diplomatic Security (DS), Office of Security Technology (ST), Facility Security Engineering Division (FSE), Domestic Management Engineering Branch (DME) has a requirement for a Contractor to provide technical security installation services for all DOS domestic facilities. The Contractor shall utilize commercial best practices and industry-proven operational techniques to continually improve technical security capabilities and ensure a safe working environment for the Department’s conduct of diplomacy. The Contractor will be responsible for installation of new technical security systems (TSS), the design, engineering and installation of technical security upgrades (TSU). The Contractor shall also provide preventative maintenance and first responder services to ensure installed TSS are successfully protecting information and people.

The Contractor shall work seamlessly with the supply chain management (SCM) services Contractor and technical support teams to ensure future demand is accurately forecasted and TSS and TSU are installed properly and on-time to decrease security vulnerabilities. Each Contractor shall be required to collaborate to create the most effective and efficient support organization for meeting ST goals. In order to ensure that product delivery is coordinated appropriately with apt installation, Associate Contractor Agreements (ACA) shall be required. ACAs shall be applicable for any portion of the contract that necessitates joint participation in the accomplishment of the Government’s requirement.

C.2 VISION, GOALS AND OBJECTIVES

ST’s vision is to maintain the ability to apply cutting-edge technology to new problems in information and personnel protection, while tempering the liability of accelerating obsolescence of existing assets. In order to maintain a state of readiness, the Contractor shall reduce security vulnerabilities through the installation of advanced TSS and TSU. The objectives are for the DME Contractor to:

· Design and implement cost-effective technical security solutions.

· Maximize the uptime of all domestic TSS.

· Optimize equipment lifecycles through strong maintenance and repair programs.

· Meet customer requirements for quality, timeliness, and cost efficiency.

· Enhance customer service by coordinating project activities to minimize interference with facility activities.

· Manage costs effectively to ensure that limited funding can serve as many facilities as possible.

C.3 BACKGROUND

The DS mission is to provide a safe and secure environment for the conduct of U.S. foreign policy. Every U.S. diplomatic mission in the world operates under a security program designed and maintained by DS. ST supports the DS mission through the application and use of technical security countermeasures. Following the commissioning of a DOS facility, the security technology and its infrastructure become ST’s responsibility to repair, maintain, and lifecycle. To address the continually evolving threat environment and to keep pace with technological advances, ST systematically assesses existing and future plans for TSS and new technologies.

C.3.1 ORGANIZATIONAL STRUCTURE – ST

ST currently operates through the Director’s front office and has three divisions as depicted in the table below.

Table C.3-1: ST Organizational Overview

· Conducts budget planning and resource management through Program Resource Operation Support (PROS)

· Reviews technical security standards and their impact on U.S. missions overseas through the Security Technology Resource Center (STRC)

· Responsible for ST’s enterprise asset and supply chain management software program Computer Maintenance Management System (CMMS), including application development, network engineering, and technical support

Facility Security Engineering Division

(FSE)

· Responsible for implementing technical security both domestically and overseas

· Provides supply chain management, multi–layer maintenance support, equipment design, and engineering solutions for field–generated requirements, and helpdesk services.

Security Technology Operations Division

(STO)

· Provides technical security support for overseas posts through a worldwide organization of Engineering Services Centers, Engineering Services Offices, and Technical Security Offices

· Conducts design reviews and quality audits of technical security systems installed in DOS facilities worldwide through the Quality and Liaison Branch (QAL)

Countermeasures Program Division

(CMP)

· Manages the domestic and overseas technical countermeasures program of DOS

· Integrates the operations of other federal countermeasures programs with those of DOS

· Most of what CMP does is classified

C.3.2 ORGANIZATIONAL STRUCTURE – FSE

FSE currently operates through four branches (FSB, TDB, DME and PME). FSE’s major initiatives include the Security Management System Enterprise (SMSe) and Homeland Security Presidential Directive-12 Program (HSPD-12). FSE currently resides in State Annex 24 (SA-24) located in Alexandria, Virginia.

The figure below provides an overview of the FSE organization and the roles of each of the respective branches.

Figure C.3-2 Facilities Security Engineering Division Overview

Field Support Branch

(FSB)

Technology Development Branch

(TDB)

Project Management and Engineering Branch

(PME)

Technical security upgrades for overseas facilities Domestic Management and Engineering Branch

(DME)

Technical security support for domestic facilities

Technical security support services and special programs Identification, testing, and integration for new technologies Research and D evelopment Testing and E valuation Deployment P lanning Technical Security S ystem I ntegration Technical Security System D ocumentation

DS

L ock Support

Design, E ngineering, and I nstallation Security System Configuration Technical Security Upgrades (TSU) Life cycle R eplacements Repair and M aintenance Technical S upport AlarmNet Design, E ngineering, and I nstallation Technical Security System Assessments (TSSA) Technical Security Effectiveness Evaluation

(TSEE)

Technical Security Upgrades

(TSU)

SMSe Integration Vehicle Barrier Supply Chain M anagement CMMS Equipment

List Equipment Repair Security Technology Assistance Center (STAC) X-Ray Program Explosive Detection Program

Security Management System Enterprise Program SMSe Homeland Security Presidential Directive 12 Program

HSPD-12

Ensure implementation of the PIV Program in compliance with HSPD-12 and NIST FIPS Pub 201 Worldwide integration of selected security systems for data collection and monitoring

C.4 SCOPE OF WORK

This section provides an overview of the work required in this contract, including: primary customers and locations; the integral importance and use of the DS Supply Chain; an overview of ST’s Computer Maintenance Management System (CMMS); project guidelines and regulatory compliance; customer service and support expectations; and an overview of asset management.

The projected workload volume is depicted in Appendix J-1. The projected workload has been extrapolated from historical averages. The workload is not guaranteed, and is subject to change. The Contractor shall be responsible for performing the tasks in accordance with performance standards listed in Section C.6: Performance Requirements Summary.

Appendix J-2 provides an alphabetical list of acronyms used in this document and definitions of selected terms. Appendix J-3: Facilities Security Engineering Division Overview provides more information on FSE’s programs and services.

C.4.1 OVERVIEW

The Contractor will be responsible for providing robust program and project management to plan, schedule, and manage the overall process of performing TSS installations and upgrade projects for all DOS domestic facilities. The Contractor shall provide first responder maintenance support to include preventative maintenance and repair services as well as provide support to DS Agents by supplying the necessary technical security equipment, installation, and logistics services for special events and personal protection details. The Contractor shall proactively identify and communicate any technical security issues to FSE’s Technology Development Branch (TDB).

The Contractor shall support program and project management by developing and maintaining current, accurate, and complete data to meet reporting requirements.

Throughout the course of the contract, the Contractor shall maintain flexibility to adjust to changing customer requirements. It is the duty of the Contractor to carry out all requirements under this contract in a manner that reflects positively on the DOS and avoids negative publicity.

C.4.1.1 Locations

The Contractor shall provide TSS support to protect the 147 DOS domestic facilities, the Secretary of State, Deputy Secretary of State, the US Mission to the UN in New York (USUN), the Ambassador to the USUN, and the Presidential guest house.

Of the 147 domestic facilities, 52 are located within the National Capital Region (NCR) and 95 are located throughout the continental U.S. and in Hawaii and Puerto Rico. Appendix J-4: Domestic Customers and Facilities, provides a current listing of the domestic facilities by DOS bureau or office and location.

C.4.1.2 DS Supply Chain Management (SCM)

The contractor shall plan, schedule, and communicate effectively with the DS SCM Contractor to ensure that all necessary TSS installation materials arrive at locations on schedule and within budget. The contractor shall proactively work with the DS SCM Contractor in developing a plan that utilizes innovative methods to accomplish all of the Government’s requirements (see H.2 Associate Contractor Agreement).

C.4.1.3 Computer Maintenance Management System (CMMS)

The Computerized Maintenance Management System (CMMS) is a modified version of IBM's Maximo Asset Management software that meets current ST requirements. CMMS is ST’s enterprise asset management IT application that is being deployed to all sections of the ST office, both overseas and domestically. Based on IBM’s Maximo® asset management software, CMMS has customized features designed to support and enhance ST work processes and comply with federal laws for asset accountability and management.

CMMS was designed as a unified technology platform to collect information on DS/ST’s maintenance management effort. CMMS services include a complete inventory, purchasing, and work order accounting system with advanced reporting metrics capabilities. CMMS facilitates customer purchase orders, service requests, work orders, and tracks government-equipment inventory. The application also contains data provided from DS/ST on X-ray and Explosive Detection Programs (EDP) equipment, and inventory from the standard equipment list and DME Parts catalogs. CMMS facilitates cooperation between ST and other DOS offices by providing an integrated and shared software environment. Roles and responsibilities for each phase of the equipment lifecycle are fully defined. The work order system tracks office resource expenditures against each activity and provide metrics to support DS resource management decisions.

The Contractor shall be required to use CMMS in supporting DME activities, i.e., managing work orders, ordering all materials, and recording asset information. The Contractor will be required to utilize CMMS to manager work orders, order all materials, track and maintain accurate information for asset management on all devices and configurations of installed technical security assets. The contractor shall utilize CMMS to generate previously built and formatted reports. The reports are critical to ensuring that the DOS and ST management have reliable information to make management decisions. Collection and analysis of this data allows the use of quantitative techniques for process improvement. CMMS enables a feedback loop on procurement actions and greater accuracy of inventories and simplified field reporting on activities and assets. Appendix J-5: provides the listing of CMMS SOPs.

C.4.1.3.1 CMMS/Maximo Mobile Work Manager Program

To better assist in domestic and global efficiencies of DOS through streamlining the business, mobile Work Manager was implemented in June, 2010. Work Manager allows CMMS work orders to be accessed by technicians through mobile hand devices, simplifying CMMS. This increases efficiency through the ability to provide a disconnected CMMS and allows technicians to carry their daily work away from a stationary PC. The Work Manager Program allows users to report work progress, add parts and assets, record time of work along with request follow on work against a work order.

The vision of the Work Manager is to provide the ability to collect ‘Discovered Assets’, create ‘New Assets’, record asset ‘Downtime’, ‘Reconcile’ inventory, ‘Verify and Issue’ inventory , ‘Digitally Capture’ damaged assets, and ‘Utilize Cellular’ technology with mobile devices. In doing so, it will enhance Work Manager and introduce both the Asset Auditor and Inventory Manager applications to further increase mobile capabilities.

The Contractor will be responsible for utilizing CMMS/Maximo Mobile Work Manager Program (specifically for the DME First Responders) to accurately capture data, track and manage assets and increase operational efficiencies.

C.4.1.4 Project Guidelines and Regulatory Compliance

The Contractor shall perform all work within this contract (i.e., technical security designs, engineering, installations and any other related contract requirement) in accordance with DS and Government-approved Standard Operating Procedures (SOPs) and Service Level Agreements (SLAs), Application Guides, Technical Bulletins, the National Electric Code (NEC), International Building Code (IBC), and other applicable commercial standards and building codes unless specifically instructed to the contrary by the responsible Government Technical Monitor (GTM).

The Contractor shall comply with all applicable current and future federal, state and local laws, rules, regulations, and laws including but not limited to those listed and described in this PWS. The Contractor shall also comply with all DOS-specific standards and guidelines. Appendix J-6: Applicable Authorities and Publications, provides a listing of regulations and guidelines for reference.

C.4.1.5 Customer Service and Support

The Contractor is expected to maintain a customer-focused approach to the work, ensuring a high level of customer satisfaction. The Contractor will also need to work with a wide variety of customers to successfully perform this work. The Contractor shall meet the customer’s requirements for timeliness, quality, and cost efficiency. The Contractor will be responsible for seeking innovative solutions to reduce security vulnerabilities and increase facility safety. The Contractor shall also:

· Advise customers on the roles and responsibilities of the customer and the Contractor;

· Following each installation the Contractor will be required to provide orientation services as needed for the customer, and

· Administer a program to solicit customer feedback and to gauge customer satisfaction.

The Contractor is required to develop a Customer Satisfaction Survey to use in soliciting customer feedback and gauging customer satisfaction for each project performed under this contract. The survey will need to be created and approved by the Contracting Officers Representative (COR) within 30 days of the contract start date.

The Contractor shall administer the surveys and compile the results into a monthly report that will allow for data tracking and analyses of Contractor performance. The report shall be documented in a uniform format utilizing consistent nomenclature in a format approved by the COR.

Table C.4-1 Customer Service and Support Deliverables

C.4.1.6 Asset Management

The Contractor shall possess an expert knowledge and understanding of asset management to successfully perform the workload requirements of this contract. The Contractor will be responsible for instituting asset management industry best practices in order to document and monitor all asset changes, updates and modifications utilizing CMMS.

C.5 SPECIFIC CONTRACT REQUIREMENTS

The Contractor shall provide the organizational structure, management, and qualified staff at levels adequate to meet or exceed the requirements enumerated below.

DME currently operates through three sections:

1. Project Design and Engineering Section

2. Security Systems Repair and Maintenance (First Responders) Section

3. Technical Security Compliance Section

The Project Design and Engineering Section provide integrated technical security solutions for DOS domestic facilities. This work involves engineering, design, technical oversight, developing Statements of Work (SOW) and providing installation services for all new domestic projects.

The Security Systems Repair and Maintenance Section (First Responders) provide preventative maintenance, repair services, and technical assistance for TSS installed at all DOS domestic facilities. This section also provides special event support personnel to assist DS Agents with the necessary technical security equipment installation, and logistics services for specials events and personal protection details.

The Technical Security Compliance Section is responsible for the design, engineering and installation to bring all DOS domestic facilities and other supported DS customer sites into compliance with current TSS through TSU and lifecycle replacements.

C.5.1 PROJECT DESIGN AND ENGINEERING SECTION SUPPORT

The Facilities Security Division (FSD) within the Office of Physical Security Programs (PSP) identifies upcoming domestic security installation projects to be completed. Within FSD, the Project Coordination Branch (FSD/PCB) and Domestic Buildings Branch (FSD/DBB) coordinate with DS customers, the General Services Administration (GSA), construction Contractors, and DME to manage the projects. PCB & DBB also create the initial Security Design Concept (SDC) that describes the project and typically consists of a narrative description of the specifications, an inventory of the devices to install, a preliminary set of drawings, anticipated project timelines, milestones, and other project parameters.

C.5.1.1 Design and Engineering

Based upon the SDC, the Government produces a complete technical security design package for each project to be completed. The design package includes a narrative infrastructure SOW and complete bid-set drawings that detail infrastructure requirements. The SOW clearly defines all work to be accomplished, both by the Contractor, and by any and all third party Contractors (general Contractors, lock Contractors, electrical Contractors, etc.). The Government ensures the SOW indicates the locations of all security-related components including readers, keypads, power supplies, controllers, routers, equipment racks, grounding devices, power connections.

Based on the Government-provided technical security design package, utilizing AutoCAD the Contractor shall create general and specific isometric and 3D drawings.

C.5.1.2 Procurement and Logistics

To ensure that installation of all TSS is timely, The DME Contractor shall work seamlessly with the SCM services Contractor. The Contractor shall proactively monitor CMMS for order status and communicate with DS SCM to identify and resolve any procurement and logistics issues as to not interrupt the installation schedule.

In order to implement the approved design and acquire the necessary materials, the Government develops a Bill of Materials (BOM) for each project and ensures BOMs are processed in accordance with DOS security classifications and entered into CMMS Purchase Request Module for approval, processing, and shipping.

The Contractor shall ensure that all materials arrive at the facility in time for installation start date and that shipping costs are minimized through proper project planning and execution.

C.5.1.3 Installation

The Contractor shall coordinate with the Government to schedule and perform all installation activities to avoid conflicts and minimize interference with the work of others and the activities of the facility. The Contractor will be responsible for managing the job site, maintaining control over all building materials and components, and keeping the site clean of debris arising from the installation. All Contractor personnel shall adhere to all directives and policies governing the disposal of USG property.

The Contractor shall ensure that all technical security installations are in accordance with the accepted SOW and Government-approved design. Appendix J-7: Quality Audit Review of DME SOW Example provides a typical quality audit review for a DME technical security installation project SOW. The Contractor is responsible for preparing and submitting for Government-approval all projected related RFIs and RFCs for installation projects. Throughout the installation process, the Contractor shall record asset information such as make, model, serial number, date installed, location, and warranty information into CMMS for all equipment that carries a DS barcode, a CMMS barcode, or is otherwise accounted for in accordance with DS SOPs. During the installation process, it is the responsibility of the Contractor to resolve and bring into compliance all issues related to non-adherence to Government standards at no additional cost to the Government.

Appendices J-8 through J-14 provides examples of checklists and worksheets for quality auditors to use in assessing the installation of technical security equipment:

Appendix J-8: Altronix Power Supply Worksheet Appendix J-9: Intrusion Detection Zone Checklist Appendix J-10: ACS Door Worksheet Appendix J-11: CCTV Matrix Worksheet Appendix J-12: DME Infrastructure Checklist Appendix J-13: DME iSTAR Panel Worksheet Appendix J-14: UL-681 Quality Audit Checklist

Appendices J-15 through J-17 provides examples of a small, medium and large TSS installation and TSU project, similar to what will be performed under this contract.

Upon completion of the installation phase, the Contractor will be responsible for following DS-approved testing and commissioning processes and providing orientation services for the customer. The Contractor shall provide detailed as-built drawing sets for each completed project that accurately documents the TSS installation performed including any electrical work, demolition, and construction. The Contractor will resolve and bring into compliance all issues relative to non-adherence to Government standards and SOPs or quality standards at no additional cost to the Government.

C.5.1.4 Project Close-out/Electronic Project Binder

Upon project completion for each installation, the Contractor shall submit a finalized CMMS Work Order, detailing all work performed. The Contractor is responsible for utilizing and updating inventory in CMMS throughout and after the installation process in order to effectively track DME assets. The Contractor shall solicit customer feedback through the customer survey, documenting results in an electronic format.

The Contractor shall deliver an electronic “project binder” to the COR for each new TSS installation project as the historical record to be stored on the Government operated DME shared drive; at minimum, the binder should include:

1. Copy of CMMS Work Order

1. Statement of Work

1. Bill Of Materials

1. Survey Report

1. Recommendations

1. Lessons Learned

1. Copy of Barcode List and Device

1. Copy of Project Close-out

1. Copy of Signed Project Acceptance Form

1. Copy of Completed Customer Questionnaire

1. Government – Approved As-Built Drawing Set

1. Reason for Project Termination if Terminated

The Contractor is responsible for completing the electronic project binder within 10 days of project completion.

The Contractor shall provide the services depicted in Table C.5-1:

Table C.5-1: Technical Security System Design, Engineering, Procurement, Logistics and Installation Deliverables

C.5.2 SECURITY SYSTEMS SECTION SUPPORT (FIRST RESPONDERS)

The Security Systems Section (First Responders) is responsible for the scheduling, implementation, repair and preventative maintenance of all domestic technical security equipment and systems in the NCR and throughout the United States. This includes coordination with other DS offices providing technical support for the protection of the Secretary of State and Foreign Dignitaries.

The Contractor shall provide and maintain Security Systems Support/First Responder services by carrying out preventive maintenance, repair services, and technical assistance for TSS installed at all DOS domestic facilities. The Contractor shall ensure that qualified, systems-certified Contractor personnel respond on-site to service work orders within the time parameters laid out in the First Responder Work Order Priority System in Table C.5-2. Contractor personnel will provide technical assistance to on-site personnel for work order preparation and maintenance procedures. In order to effectively reduce security vulnerabilities, the Contractor shall coordinate efforts with other DS offices providing technical support.

For First Responder services, the customer contacts the Security Technology Assistance Center (STAC). A STAC specialist gathers the appropriate information, assigns a priority to the resulting work order based on a Government-approved SOP, and routes the work order to the First Responders via CMMS. The First Responder Work Order Priority System codes work orders based on urgency using factors such as location of reported issue, the type of equipment involved, and the visibility of the protected person(s). The current priority system levels and a description of the corresponding response requirements are enumerated below in Table C.5-2:

Table C.5-2: First Responder Work Order Priority System

NON-NCR: on-site diagnostic services within 72 hours of initial contact with all necessary repairs completed within 96 hours.

NON-NCR: on-site diagnostic services within 24 hours of initial contact with all necessary repairs completed within 48 hours.

The Contractor, in coordination with DS SCM shall ensure that equipment and supplies are available to meet First Responder response times, providing all resources necessary to ensure that no repair work order remains open for more than two calendar weeks.

C.5.2.1 Security Systems Maintenance (First Responders)

Routine maintenance is an important component of ST’s equipment lifecycle management plan. TSS assets such as x-ray machines, vehicle barriers, and explosive detectors require weekly, monthly, and annually scheduled maintenance. Appendix J-18 provides a list of installed technical security components that requires routine maintenance.

The Contractor will ensure that all TSS assets are maintained in accordance with the Original Equipment Manufacturer (OEM) recommendations. The Contractor shall utilize CMMS to maintain accurate information for asset management on all devices and configurations. In cases where a bar-coded asset is replaced (component replacement), the Contractor shall note the asset data of the malfunctioning item and the asset data of the item it was replaced by in the work order.

The Contractor will make certain that maintenance work orders are completed in the month scheduled to occur. The Contractor will be responsible for developing repair equipment/supply levels and reorder points that accurately reflect usage patterns.

C.5.2.2 Security Systems Repair (First Responders)

When vital technical security equipment malfunctions, it is up to the First Responder repair section to get that equipment back online and in working order. The contractor shall provide security systems repair services for all DOS domestic facilities following the time parameters in Table C.5-2. The response time begins when the STAC is notified and ends when the technician arrives on site of the problem, this is applicable on a 24/7/365 basis. The completion time ends when the problem is resolved and all required data in the CMMS Work Order is completed and updated.

Due to the high volatility of work orders, it is necessary for the Contractor to employ staffing strategies to cost-effectively address the natural ebb and flow and ensure adequate staffing to meet unexpected surges in work.