Statement of Work.pdf

STATEMENT OF WORK FOR ACTIVU VIDEO WALL MAINTENANCE

January 14th, 2025

1.0 General

1.1 The Portsmouth Naval Shipyard is in possession of an Activu-brand Video Wall and multiple pieces of supporting equipment, including servers, for which maintenance services are required to ensure operational availability. The maintenance services shall include three types of service: Preventative (planned/scheduled) Maintenance (PM), on-call Remedial/Emergent (unplanned/unscheduled) Maintenance (EM/RM), and telephone/email support.

1.2 The Contractor shall assure that all contractor personnel completely understand the requirements of this Statement of Work. All contractor personnel must have sound mechanical aptitude and ability; must have basic understanding of machinery, both mechanical and electrical; must have the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All contractor service technicians must have working knowledge of and be capable of diagnosis and repair.

2.0 Scope

2.1 The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform the maintenance services indicated in this SOW for the Government owned video wall equipment located at Portsmouth Shipyard, Kittery, ME unless otherwise specified by this SOW.

2.2 In some cases, materials and/or equipment may be more readily accessible by the

Government. The Contractor must complete all work In Accordance With (IAW) the terms and conditions specified in this SOW and the resultant Purchase Order award.

2.3 All references to “Contractor Personnel” include both Contractor employees and subcontractors. The Government and the Contractor understand that the services to be provided under this contract by the Contractor are non-personal services and that no employer-employee relationship exists between the Government and the Contractor.

2.4 The Government may provide technical direction which will assist the Contractor in accomplishing the maintenance IAW the SOW; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the SOW, except where safety of personnel is at risk.

2.5 The Contractor shall, at no time, perform any maintenance action (either PM or RM) without a representative of the Information Systems Department of Portsmouth Naval Shipyard present.

2.5.1 Government personnel other than representatives from the Information Systems

Representative Electrical Shop may, with Contractor/Government coordination, observe or inspect Contractor operations. These personnel may not interfere with Contractor performance.

2.6 The Period of Performance is 1/25/2025 – 1/24/2026. This reflects the expiration and renewal dates on the Activu support agreement.

3.0 References

3.1 The Contractor shall perform preventative maintenance services as recommended in the manufacturer’s maintenance manual. The Government will provide available maintenance manuals.

3.2 The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

4.0 Requirements

4.1 SILVER Level Support Plan (Preventative/Scheduled Maintenance) (PM)

4.1.1 This maintenance service includes the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition in accordance with manufacturer’s recommended preventative maintenance tasks.

PM services shall include, but are not limited to the following:

4.1.1.1 Overall inspection of video wall to include all wall components.

4.1.1.2 Ensure servers are running the latest version of the software and firmware including the latest patches. Contractor shall provide on-site guidance to Information Systems representative for work on Activu servers and software. Because of the classification of the network, only PNSY Information Systems representatives may perform this work.

4.1.1.3 Check with the Information Systems Department for any outstanding bugs known to exist in the software for resolution.

4.1.1.4 A thorough review for any equipment associated with the video wall, including the servers, subject to a product recall.

4.1.1.5 A complete test of the video wall’s functionality.

4.1.1.6 Overall cleaning of internal and external components.

4.1.1.7 All replacement parts, materials, environmental compliance, and

Contractor personnel transportation used for preventative maintenance.

4.1.1.7.1 The Contractor shall use only new parts, or parts which have been refurbished to “like new” condition (same or equal to those recommended by the manufacturer’s technical manuals or specifications) which enable the part to function or operate at a level equal to the specification of the original equipment. The invoice and work order shall indicate if a “like new” part has been installed or used in the repair of the equipment

4.1.1.8 One (1) Annual Preventative Maintenance (PM) visit, by a System Technician.

4.1.1.9 Unlimited Preventative Maintenance phone & e-mail support during business hours (M-F - 8:30 to 17:30pm EST), excluding federal holidays. Federal Holidays are listed in the body of the resultant Purchase Order.

4.1.1.9.1 If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform PM services on these days. Also, in the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor-scheduled PM, service date, the Government will advise the Contractor on whether PM services should be performed for that day or services should be rescheduled.

4.1.1.10 Access to The Activu Customer Support Web Portal (Ticket

Logging/Tracking System)

4.1.1.11 Logistical Support For Hardware Repairs/Replacements under

OEM Warranties

4.1.1.12 Activu Software upgrades for new versions and patches.

4.1.3 Preventative maintenance services shall be completed within 5 business days of scheduled service, unless otherwise approved by the Government.

4.2 GOLD Level Support Plan (Remedial/Emergent/Unplanned Maintenance) (EM/RM).

4.2.1 This maintenance service includes all actions to diagnose equipment malfunctions and restore equipment to normal operating condition. The Government may advise the Contractor of the suspected problem and request an evaluation either via telephone or by an onsite visit. The contractor may also suggest remedial maintenance, should that be identified during the performance of PM. EM/RM services shall include, but are not limited to the following:

4.2.1.1 The Contractor shall provide emergent maintenance phone & email support services Sunday through Saturday, including federal holidays, between the hours of 00:00 and 23:59. (24/7, 365 days per year).

4.2.1.2 Up to Two (2) Unscheduled/Emergency on-site visits by a

System Integrator at no additional cost.

4.2.1.2.1 Should Two (2) Unscheduled/Emergency on-site visits not suffice, the contractor shall submit a request for a contract modification to the cognizant Contracting Officer to add visits.

4.2.1.2.2 The Contractor will inspect the deficient equipment and advise the Government of the suspected problem.

4.2.1.2.2.1 Should the contractor determine that additional

labor is required to remedy the deficiency, or that any Hardware Repairs/Replacements not under OEM Warranties be required, the contractor shall submit a request for a contract modification and provide a cost estimate for the execution of remedial maintenance to both an Information Systems Department representative and the PNSY Contracting Office.

4.2.1.2.2.1.1 If during the attempted

execution of RM, repairs are more extensive than previously identified or cost more than originally estimated, the Contractor will provide a revised cost estimate for further contract modification to the PNSY Contracting Office, and obtain the written approval of the cognizant Contracting Officer, and the full concurrence of the Information Systems Department, before continuing work.

4.2.1.2.2.2 In performing EM/RM, the Contractor shall use

only new parts, or parts which have been refurbished to “like new” condition (same or equal to those recommended by the manufacturer’s technical manuals or specifications) which enable the part to function or operate at a level equal to the specification of the original equipment. The resultant invoice and work order shall indicate if a “like new” part has been installed or used in the repair of the equipment.

4.2.2 The Contractor shall provide the Government with a point of contact and telephone number to receive and respond to emergent maintenance service requests. The Contractor shall provide a response within 2 hours of the Government’s inquiry to all EM/RM service requests made to the designated

POC.

4.2.3 The Contractor shall ensure adequate personnel are available to report to

Portsmouth Naval Shipyard in response to verbal notification of emergent maintenance services requests within a period of one to five calendar days. This response time may be relaxed only at the discretion of the Government based on individual circumstances. Upon arrival on site, Contractor personnel shall report to the Information Systems Representative or other designated Government Representative. The Contractor shall continue emergent maintenance services until such time as the Video Wall equipment is returned to full operational capability or as otherwise instructed by the designated Government representative.

4.2.4 In all cases, remedial maintenance services will take place on active video wall system which may be governed under further stringent government requirements.

5.0 Hazardous Energy Compliance/Safety

5.1 Safety

5.1.1 Work Site Operational Safety Environment – Contractors and non-PNSY

Government Agencies (NPGAs) shall be responsible to read and understand the requirements of OSHECM Chapter 250 and can see an electronic copy of OSHECM Chapter 250 (latest revision) by using the following web site:

http://www.navsea.navy.mil/Portals/103/Documents/NNSY/OSHECM%20Chapt er%20250-Modified%20for%20Public%20Access.pdf

The Contractor shall provide and require their personnel to wear personal protection equipment (PPE) (e.g., hearing protection, eye protection, gloves, steel-toed shoes or boots, aprons, masks, face shields, reflective vests, safety harnesses for fall protection in accordance with OSHA CFR 1926 (construction) and CFR 1915 (shipyard) standards. The contractor is required to follow all appropriate lockout/tag out requirements as specified by OSHECM Chapter 250 and CFR 1915.89. Contractor shall conform to all applicable safety and occupational health standards published in the Federal Register or any other Occupational Safety and Health Administration (OSHA) Public Laws and ensure employees observe safety, traffic control, and fire prevention requirements in effect at the site.

5.1.2 The Contractor shall notify the Contracting Officer or Government immediately

(within one (1) hour) of the occurrence of any accidents and incidents resulting in either personal injury, loss of life, property damage to a government facility or equipment.

5.2 Environmental Compliance

5.2.1 The Contractor shall comply with all Federal, State and Local regulations as well as NAVSEA installation rules and policies regarding the use, storage, transport and disposal of hazardous materials and wastes.

5.2.2 The contractor shall provide a Safety Data Sheet (SDS) to the Contracting

Officer or Government for any chemicals brought on site to perform the requirements in the contract and shall provide the SDS to the Contracting Officer or Government prior to bringing the chemicals to the worksite.

6.0 Security Requirements

6.1 Personnel

6.1.1 The Contractor and Contractor personnel shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may restrict entry to the base.

6.1.2 All personnel assigned by the contractor to perform work must be US citizens.

The contractor’s company manager will be required to submit a visit request listing information of all personnel needing access to Portsmouth Naval Shipyard. Visit requests must include the company name, full name of the persons (including aliases), nationality, status of citizenship, birth date, and Social Security Number, and telephone #. Visit requests may be in the form of a letter on company stationery with signature from company security manager or authorized company representative, and may be faxed to the PNSY Pass and ID office at (207) 438-2669 or emailed to PNSDBIDS@US.NAVY.MIL. Company visit requests shall be submitted annually (or as often as necessary) to update employee information of the contractor personnel who need continued access to the base, and Defense Biometrics Identification System (DBIDS) information must be kept current throughout the life of the contract. This includes up-to-date DBIDS entries, and possession of all necessary IDs at time of arrival for processing through security. Criminal history and/or falsification of information provided by an employee of the company may be subject to denial for unescorted access up to and including general access to the worksite. For contractors needing short term access to the base, the PNSY sponsor will submit the NAVSEA LOCAL VISIT REQUEST via the PNSY homepage.

6.1.3 A list or roster of personnel assigned by the contractor to perform work shall be furnished to the Government within 5 business days after the date of contract award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the Government within 5 business days. The prompt submission of this information will ensure minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract.

6.1.4 Personnel must provide two forms of ID to the Site Security Officer for badge photograph and identification when notified by the Government. One of which must prove U.S. citizenship to access the NAVSEA Controlled Industrial Area (CIA) or any other NAVSEA spaces. Documents: a valid driver’s license, passport, birth certificate or government CAC. All documents must be active.

No expired documents will be accepted.

6.1.5 The Contractor shall prohibit the use of Government issued keys or Electronic

Access Cards by any persons other than Contractor personnel. The Contractor shall prohibit the opening of locked areas by Contractor personnel to permit entrance of persons other than Contractor personnel engaged in the performance of assigned work in those areas.

6.1.6 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Portsmouth Naval Shipyard.

6.1.7 The Government will not be responsible for wages or other costs incurred by the contractor as a result of a failed delivery (base inaccessibility) due to the provisioning of insufficient paperwork required to gain access to the Portsmouth Naval Shipyard.

6.2 Badge Criteria

6.2.1 Contractor personnel shall be easily recognized (i.e wear wearing distinctive clothing bearing the name of the company, or wearing appropriate badges which contain the company name and employee’s name ) and are required to distinctly display their Government furnished badge, visitor’s or otherwise.

6.2.2 The Contractor is responsible for insuring the badges are returned within three calendar days of employee termination or contract completion.

7.0 Documentation/Deliverables

7.1 The contractor shall be responsible for maintaining all documentation, records, and schedules, as described in this SOW. Further, all documentation, records, and schedules are the property of the US Government, and shall remain so after termination or completion of the contract. The Contractor shall keep these items current.

Documentation, records, and schedules shall be made available to the Government during the term of the contract, and turned over to the Government upon termination or completion of the award. All documentation, records, and schedules are subject to the Freedom of Information Act and Privacy Act.

7.2 Quality Control Plan

7.2.1 The Contractor shall establish and maintain a complete Commercial Quality

Control Plan to ensure the requirements of the contract are provided as specified.

7.2.2 The plan shall include an inspection system covering both preventative and emergent maintenance repairs required by this contract. The plan must ensure that quality service levels are maintained throughout contract performance.

7.3 Deliverables

7.3.1 The Contractor shall submit one legible copy, in hard copy or approved transferrable media, of a maintenance service report for all PM and RM services provided within 5 working days after execution of maintenance services.

7.3.2 Each maintenance service report shall contain the information listed below, as applicable to both PM or EM/RM services:

7.3.2.1 Date and time of each service call notification, and the subsequent arrival at the Government’s delivery location.

7.3.2.2 Manufacturer, model, serial number and location of the equipment involved.

7.3.2.3 For PM, the labor hours spent and tasks performed.

7.3.2.4 For EM/RM, labor hours and associated labor rates worked.

7.3.2.5 For PM or EM/RM: all replacement parts used by part number, part name, quantity and cost per unit.

7.3.2.6 Description of malfunction and work/service performed, and corrective action taken if action is a repair.

7.3.2.7 Legibly printed name of all contractor personnel who executed work.

7.3.2.8 The total dollar amount due for services rendered based on the above work performed.

END OF STATEMENT OF WORK