SOW FTDL CCTV Preventative Maintenance.pdf

STATEMENT OF WORK (SOW)

Closed Circuit Video Recording and Encoding System

FT Meade Forensic Toxicology Drug Testing Laboratories

April 14, 2026

1. General: The Department of Defense (DoD) Drug Testing Program maintains six forensic toxicology drug testing laboratories (FTDTL) covering the entire Armed forces, providing Service member and DoD Civilian specimen drug testing to support the DoD Drug Demand Reduction Program (DDRP).

1.1. Background: The DoD DTP laboratories annually test over 4.0 million Service member specimens for drug abuse. This testing includes initial screening of samples followed by confirmation testing on all positively screened specimens. In addition to testing, each laboratory supports all legal cases for all positive results with expert witness support and legal documentation packages. Forensic integrity of testing activities is essential to the legal defensibility of drug test results produced by the laboratory. The FT Meade FTDTL operates an X-Series exacq Vision Network Video Recorder CCTV surveillance system with a 500tb Network Attached Storage server to record activities in forensically sensitive areas of our ~35,000 sq. ft. facility. There are 54 analog cameras and 1 IP camera spread over four floors connected to a central encoder / recorder system via 54 coaxial and 1 ethernet cable runs.

1.2. Objective: The FT Meade FTDTL has a requirement for the maintenance and service of its closed-circuit video recording and encoding system.

1.3. Scope: The contractor’s full-service plan will include: two site visits annually for the purpose of inspecting the system and performing any necessary software upgrades;

unlimited next-business day on site service calls to diagnose and remedy system outages/malfunctions to include parts, components, labor and travel associated therewith; unlimited telephonic consultations during regular business hours

Preventive maintenance / repair services for the period

Base: 30 September 2026 – 29 September 2027 Option 1: 30 September 2027 – 29 September 2028 Option 2 30 September 2028 – 29 September 2029 Option 3 30 September 2029 – 29 September 2030 Option 4 30 September 2030 – 29 September 2031 52.217-8 30 September 2031- 29 February 2032

2. Essential Characteristics: Minimum Requirements

2.1.1. Additional Requirements 1

3. Training Requirements

4. Enhancing Factors

5. Warranty: Products should come with manufacturer warranty

6. Service and Support

6.1. The contractor’s full-service plan for the period outlined in this contract will include two site visits annually for the purpose of inspecting the system and performing any necessary software upgrades. This equipment is located at the Forensic Toxicology Drug Testing Laboratory, Fort Meade, MD. It shall include all systems, subsystems components, and assemblies which were part of the original system purchased. All subsequent maintenance provisions shall apply to hardware, firmware, and software as appropriate, unless otherwise stated. The full-service plan also includes parts, components, labor and travel associated therewith.

6.2. The contractor’s full-service plan for the period outlined in this contract will include next business day on site service calls to diagnose and remedy system outages/malfunctions. Service calls will be performed during the normal duty day (0730 to 1600 hours) Monday to Friday excluding legal public holidays or emergencies.

6.3. The full-service plan also includes unlimited telephonic consults during regular business hours.

7. Delivery Schedule:

8. Special delivery requirements: Deliver to the following location: Army Forensic Toxicology Drug Testing Laboratory Fort Meade 2490 Wilson Street Fort Meade, MD, 20755 Attn: Kevin Schuster (kevin.r.schuster.civ@health.mil) Phone: 301-677-3978

9. PERSONNEL

9.1 Point of Contact (POC): The Contractor shall provide, in writing, the name and phone number of a Point of contact within (10) ten calendar days of the award of the contract. The POC will be a qualified and experienced manager to oversee the personnel assigned to perform the maintenance services. The contractor's POC shall correspond with the Contracting Officer's Representative (COR) on a regular basis to discuss any problems during the performance of this contract. Unresolved problems will be referred to by the contracting officer for resolution.

9.2. Contractor Service Personnel (CSP): CSP shall be English speaking and required to show documentation of Original Manufacturer Certification Training (OEM). All Subcontractors performing work for primary contractor will meet all specifications and standards that apply to CSP under this agreement. CSP shall maintain clean and neat appearance and will wear an identification badge at all times when performing services at the Government site. Identification badges will be worn in a clearly visible area of the outer garment. The COR will furnish this badge. Due to conflict of interest, the contractor will not employ a current DOD employee, military or civilian to provide services under this contract.

9.3. Government Point of Contact (POC). The COR will be the Government's POC.

The COR will be designated in writing to the Contractor and the scope of authority will be set forth therein. Kevin Schuster, FT Meade FTDTL Chief of Administration, Fort Meade, MD will be 2 the Contracting Officer’s Representative (COR). Contractor shall respond only to calls from COR or a designated representative.

10. PHYSICAL SECURITY

10.1. The Government will not be responsible in any way for damage to the Contractor’s supplies, materials, equipment and property or to contractor’s personnel personal belongings that are damaged or destroyed by fire, theft, accident or other disaster.

10.2. Contractor personnel or any representative of the contractor entering Fort Meade, Maryland shall abide by all security regulations and shall be subject to security checks. When entering post, contractor personnel must have vehicle registration, driver’s license and proof of insurance.

11. QUALITY CONTROL - The contractor shall be responsible for ensuring that the quality of service and materials provided under this contract meet or exceed the Statement of Work.

12. QUALITY ASSURANCE - Upon completion of work, an acceptance inspection will be conducted by the COR and the equipment user to ensure all services are satisfactory and completed.

13. ACRONYMS AND DEFINITIONS

13.1. Contracting Officer (KO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

13.2. Contracting Officer’s Representative (COR). A Government employee selected and designated in writing by the KO to act as their authorized representative in administering a contract. The Government POC or their designated representative at the equipment work site has the authority to request services and performance of the contractor against his contract.

13.3. Service Personnel (CSP).

13.3.1. A person who is authorized by the Contractor to perform maintenance (corrective and/or preventive) services on the equipment specified. These personnel must be fully qualified.

13.3.2. Successfully completed a formalized training program, for the equipment specified.

13.3.3. Has a minimum of two-year experience, with respect to scheduled and remedial maintenance on the equipment.

13.4. Preventive Maintenance (PM). Maintaining equipment in a satisfactory operating condition in accordance with the manufacturer’s standards and specifications by providing systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects. For purposes of this contract, it includes the installation of any manufacturer’s Field Modification Instructions (FMI) kits applicable to this unit.

13.5. Downtime: Anytime during the FTDTL’s normal production day when the equipment is not operable due to breakdown, under repair, or fails to perform according to specifications, and is deemed unsafe for patient care. Downtime for remedial repairs is calculated from the time the service is requested by the Government, until the CSP verifies acceptance of work completed with the COR. The time accrued as downtime will only be during those hours identified below as normal duty hours. Scheduled routine preventive maintenance and calibrations shall not be considered downtime. Also, minor failures with ancillary components which do not affect system availability shall not be considered in determining downtime.

13.6. Response Time: The Contractor is responsible for providing telephonic technical assistance within one (1) hour of notification of the equipment failure. If the assistance provided does not correct the equipment failure/problems the contractor's technical representative will be on site to initiate corrective action within 24 hours or the following normal duty day.

13.7. Remedial/Routine Repair: An action required due to a malfunction, minor or major. The service includes inspection, testing/troubleshooting and all actions necessary to return the item to a fully serviceable state. Included are those calibrations and test which are incidental to a repair 3 action.

13.8. Replacement Part: A component or module of the existing system or approved upgraded/modified system requiring replacement through a fault developed through normal use or normal wear and tear. Replacement parts do not include consumable supplies.

13.9. On-Site Service Call: Refers to the process of providing repair, installation, or maintenance services directly at a customer’s location. This typically involves technicians traveling to the customer’s location to resolve issues with equipment.

13.10. Scheduled Services: Those services routinely performed on a scheduled basis at set intervals. Three categories of scheduled services are preventive maintenance, calibration, and safety testing. Preventive maintenance shall include, but need not be limited to, the following when applicable:

13.10.1. Cleaning of equipment.

13.10.2. Reviewing the operating system software diagnostics to ensure that the system is operating to the manufacturer’s specifications.

13.10.3. Calibrating and lubricating the equipment.

13.10.4. Performing remedial maintenance of non-emergent nature.

13.10.5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

13.10.6. Inspecting all tubing, circuits and cables and replacement as necessary.

13.10.7. Measuring and adjusting and calibrating as necessary for gas delivery quality.

13.10.8. Inspecting and replacing where indicated, electric wiring and circuit boards for wear and fraying.

13.10.9. Returning equipment to the operating condition.

13.10.10 Providing documentation of services performed.

13.11. Service Completion Date: The date and hour the COR accepts the work as completed and signs the Contractor’s service report.

13.12. Normal Duty Day. From 7:30am – 4:00pm, Monday through Friday, excluding the legal public holidays.

13.12.1. Legal Public Holiday. Holidays in each calendar year identified as follows:

13.12.2. New Year’s Day, January 1

13.12.3. Martin Luther King’s Birthday, 3rd Monday in January

13.12.4. Presidents’ Day, 3rd Monday in February

13.12.5. Memorial Day, last Monday in May

13.12.6. Juneteenth, June 19

13.12.7. Independence Day, July 4

13.12.8. Labor Day, 1st Monday in September

13.12.9. Columbus Day, 2nd Monday in October

13.12.10. Veterans Day, November 11

13.12.11. Thanksgiving Day, 4th Thursday in November

13.12.12. Christmas Day, December 25

13.12.13. Those holidays falling on a Saturday will be observed on the preceding Friday. Those falling on Sunday will be observed on the following Monday.

13.13. Weekend: The period beginning at 5:00 pm on Friday and ending at 7:30 am the following Monday.

14. GOVERNMENT FURNISHED PROPERTY, MATERIALS AND SERVICES

14.1. Government property and materials made available to the Contractor under the terms of this contract shall be for use only in the performance of this contract.

14.2. The Government will make available to the Contractor the equipment scheduled for servicing at such time and duration as required by the Contractor and coordinated with the COR.

14.3. The Contractor Service Personnel shall park in the appropriately designated parking areas 4 as determined by the COR. The Government will not invalidate or make reimbursement for parking violations of the Contractor under this contract. Violations of the Government's site regulations and policies may result in citation answerable in the United States (Federal) District Court, not a local, state or municipal court.

14.4. The Government will provide the Contractor with all government forms and make available all government publications referenced in this contract when not normally available to the public or the Contractor.

14.5. The Contractor shall not be responsible for delays encountered due to the non-availability of Government furnished materials. The time allowed for the completion of remedial repairs will be extended to equal the amount of time delayed due to the Government caused delays.

14.6. The Government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM.

14.7. The Government will operate the system in accordance with the instruction manual provided by the OEM.

14.8. The Government will not be responsible for damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor's personnel.

15. CONTRACTOR FURNISHED PROPERTY AND MATERIAL

15.1. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract. 16.2.

Replacement Parts.

15.2.1. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. 16.2.2.

The Contractor shall replace all worn or defective parts necessary to restore the equipment to the original operational condition as specified by the OEM. 16.2.3. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor.

15.2.4. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor.

15.2.5. The Contractor shall use only new or warranted replacement parts where the quality is equal to or better than the OEM's original part. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality.

15.2.6. The Contractor must include software revisions and upgrades (field service changes) which are required due to a manufacturer announced safety - hazard and FDA recall as part of the contract at no additional cost to the Government.

16. SPECIFIC TASKS

16.1. On-site Repair/Maintenance Inspections: Contractor's representative shall report to the COR, FTDTL prior to commencing services during the normal duty day (7:30 a.m. to 4:00 p.m.).

16.2. Equipment Modification/Alteration/Upgrades: The Contractor will perform only Original Equipment Manufacturer (OEM) specified modifications, alterations, and upgrades. Approval will be obtained from the COR prior to the installation of any modification, alteration, or upgrade. The Contractor will perform or cause to be performed all OEM field modifications and safety alert inspections.

The Contractor will maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these field modifications in accordance with the time schedule set forth by the OEM. Minor or routine OEM Software upgrades will be made known to the COR by the Contractor as they are made available by the 5 manufacturer and implementation will be coordinated with the COR.

16.3. Documentation of Services: Contractor's representative, upon completion of any service, will provide a written service report to the COR. The service report shall provide detailed information regarding the service provided, the cause of equipment malfunctions and corrective action taken to include the time required to complete the work, price of labor (hourly rate) and a list of parts replaced with a price for each part. In the event all information is not available to the contractor’s representative when the services are performed, the initial service report shall include all information stated above except price. The Contractor shall provide the balance of the required information in writing to the COR within five business days.

17. CONTRACTOR RESPONSIBILITY

17.1. The Contractor shall be responsible for all items of Government equipment throughout the period they are under his control.

17.2. The Contractor shall be responsible for any damages to Government owned equipment and property and shall replace or repair any property damaged due to a fault of the Contractor or his representatives. All such replacement or repair shall be at the Contractor's expense and approved by the KO.

17.3. The Contractor shall ensure all areas where equipment is serviced on site are left in a clean, neat, safe, and orderly condition. To prevent safety hazards, no equipment shall be left pulled out or apart upon Contractor departure from the work site. Equipment being repaired shall be safely secured at all times.

17.4. The Contractor is not responsible for service required due to Government misuse or abuse, or damage to the system or its components when it has been determined that the damage resulted from an act of God. The Contractor has four hours to make this determination and submit it to the COR for resolution.

18. SCHEDULED SERVICES.

18.1. The Contractor shall, at a minimum, perform all scheduled services as prescribed by the OEM using a detailed services checklist. The completed checklist will be provided to the Government with the Contractor's service report.

18.2. The Contractor shall confirm scheduled dates with the COR at least five working days prior to performing scheduled services.

19. REMEDIAL REPAIRS

19.1. Government requests for remedial repairs will be placed by the COR to the Contractor's POC. Remedial Maintenance shall be made available during normal duty hours associated with each site.

19.2. The Contractor's response to requests for remedial repairs may include telephone consultation between the equipment user/operator and the CSP.

The purpose of this telephone consultation shall be: 1) to provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a CSP; and 4) to identify replacement parts likely to be required in order to return the equipment to the original operational condition as specified by the OEM.

19.3. The Contractor shall provide service manuals, specifications, schematic diagrams, and parts lists for all equipment included in this contract.

20. SERVICE BEYOND THE SCOPE OF THE CONTRACT

20.1. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in, or repair required to the scheduled equipment which the Contractor considers they are not responsible for under the terms of this contract.

20.2. At the same time of the notification, the Contractor shall furnish the COR with a written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract but shall be ordered under a separate purchase instrument.

END OF STATEMENT OF WORK