The US. Army Audit Agency Performance Work Statement (final).docx

PERFORMANCE WORK STATEMENT (PWS) PHYSICAL ACCESS CONTROL SYSTEMS

1. GENERAL:

The US. Army Audit Agency (AAA) is seeking a contractor to support AAA to perform Physical Access Control System maintenance services such as preventive maintenance, repair, and modification for existing Access Control System (ACS) and dedicated uninterruptible power supplies and batteries for existing facilities located at Fort Belvoir, VA 22060. The existing system is currently fully operational. The Contractor will provide complete support for all ACS hardware and software, including the server, enrollment station computer, card readers and uninterruptable power supplies. The system must remain HSPD-12 compliant. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to The Contractor who, in turn is responsible to the Government.

1.1 Introduction: The Contractor shall provide; personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Physical Access Control Systems services as defined in this Performance Work Statement. The Contractor shall perform to the standards in this contract.

1.2 Definitions and Acronyms:

DEFINITIONS

CONTRACTOR- A supplier or vendor awarded a contract to provide specific supplies or service to The Government. The term used in this contract refers to the prime.

CONTRACTING OFFICER- A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR) - An employee of The U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE- A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE- Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL- Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When Key Personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY- Actions taken to prevent the loss or damage of government property.

QUALITY ASSURANCE- The government’s procedures to verify that services being performed by The Contractor are performed according to acceptable standards.

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

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

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

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

WORK WEEK- Monday through Friday, unless specified otherwise.

ACRONYMS

ACS Access Control System ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CAC Common Access Card CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf

DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DIACAP Department of Defense Information Assurance Cert. and Accreditation Process DMDC Defense Manpower Data Center DOD Department of Defense DVR Digital Video Recorder ECMRA Enterprise Contractor Manpower Reporting Application ESS Electronic Security Systems FAR Federal Acquisition Regulation HQDA Headquarters of the Department of the Army HSPD-12 Homeland Security Presidential Directive 12 ICIDS Integrated Commercial Intrusion Detection System KO Contracting Officer NACI National Agency Check with Inquiries NCIC-III National Crime Information Center Interstate Identification Index OCI Organizational Conflict of Interest PACS Physical Access Control System PIMS Passive Infrared Motion Sensors POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TSDB Terrorist Screening Database WAWF Wide Area Work Flow

1.3 Background: The US. Army Audit Agency (AAA) provides direct administrative and management support to HQDA and enterprise level services to Army-wide organizations. The Contractor will provide support to only the Fort Belvoir location, identified later in this PWS.

1.4 Scope of Work: The Contractor shall furnish; contract oversight, management, supervisory and technically trained personnel, equipment, materials and supplies necessary to provide Physical Access Control Systems services. The Scope of Services includes routine and preventive maintenance (PM), rapid response to service calls (arrival on site within 24 hour of notification), designated system administrative functions, and routine necessary updates of existing Automated Access Control System, including both hardware and software updates as required. The Contractor will also provide support over the phone as necessary to resolve user-level issues when on-site service is not required to resolve issues. The systems must rely on CAC swipe access, allowing doors to be individually activated/deactivated according to an individual’s CAC access privileges. The ACS service must always remain uninterrupted. At no point shall the building be without afully functional CAC Reader system for entry. Routine maintenance, updates, and upgrades will be scheduled with AAA Security, Protection, and Safety Directorate at least 7 business days in advance, to ensure The Contractor has full access to the ACS system components. This effort will be to conform to the highest standards in providing full-time services to AAA.

1.5 Period of Performance: The period of performance for the contract base of twelve (12) months from 1 June 2026 through 31 MAY 2027. AAA requires three (3) option years on this contract to be exercised as follows:

Option Year I 1 June 2027 through 31 MAY 2028 Option Year II 1 June 2028 through 31 MAY 2029 Option Year III 1 June 2029 through 31 MAY 2030

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Quality Control Plan (QCP) must be reviewed and accepted by the COR within 5 days of contract award. The Government will review and return within 14 business days upon receipt. The Contractor’s quality control program are measures taken to assure that his work complies with the requirement of the contract. After acceptance of the quality control plan, The Contractor shall receive the contracting officer’s acceptance in writing of any proposed changes to his QC program.

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

1.6.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Juneteenth National Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30 am–6:00 pm., Monday-Friday except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. For other than firm fixed price contracts, The Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for uninterrupted performance of all tasks defined within this PWS. When hiring personnel, The Contractor shall keep in mind that the stability and continuity of the workforce are essential. The Government has the option to modify the normal work week, days and hours, as necessary for the accomplishment of the AAA mission. The Contractor will perform most routine work during normal operating hours. The Contractor must be available to respond to service calls on nights or weekends in the event that the ACS becomes non-operational during non-operational hours. The Contractor must be available to respond (arrive on site) to emergency calls for service within 24 hours of notification.

Place of Performance: The work to be performed under this contract will be performed at: 6000 6th St. BLD 1464, Ft. Belvoir, VA 22060 (To be referred to as “Building 1464”)

1.6.5 Notification: The KO (Contracting Officer) will notify The Contractor in writing of any noncompliance with the provisions of this contract and the action to be taken. The Contractor shall, after receipt of such notice, immediately take corrective action. Such notice, when delivered to The Contractor or an authorized representative at the site of the work, shall be deemed sufficient for the purpose. If the Contractor fails or refuses to comply promptly, the KO may issue an order stopping all or part of the work until corrective actions is taken. No part of the time lost due to any such stop orders shall be made the subject of a claim for extension of time, or for excess time of damage by The Contractor unless it was later determined that The Contractor was in compliance.

1.6.6 Invoicing/Payment: Payment will be made monthly in accordance with the applicable Period of Performance. The Contractor must use Wide Area Work Flow (WAWF) to process all invoices.

1.6.7 Security Requirements: The Contractor personnel performing work under this contract must have a valid form of Government issued identification which satisfies the requirements to gain entry onto Fort Belvoir Garrison. This requirement must be met for the life of the contract. All personnel performing work under this contract must coordinate with AAA for sponsored access to Fort Belvoir. Access to the installation will require a background check prior to approval.

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for The Contractors use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to The Contractor by The Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to The Contractor by The Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1 In the event keys, other than master keys, are lost or duplicated, The Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, The Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by The Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due to The Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by The Government and the total cost deducted from the monthly payment due to The Contractor.

1.6.7.2.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than The Contractor’s employees. The Contractor shall prohibit the opening of locked areas by employees to permit entrance of persons other than employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that The Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with The Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements including; government drawings, designs, specifications and monitor The Contractor's performance. The COR notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to The Contractor, states the responsibilities and limitations of the COR, specifically with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.9 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by The Contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.10 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.12. For contractors requiring Common Access Card (CAC): Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.5.13. For contractors that do not require CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations. . All personnel performing work under this contract must coordinate with AAA to receive sponsored access to Fort Belvoir for the life of the contract (maximum of 12 months per pass). Access to the installation will require a background check prior to approval. The Contractor will ensure that all employees performing work under this contract, who do not already have authorized access to Fort Belvoir, will report to the Fort Belvoir visitor center on the first day of performance to receive their sponsored pass.

2. Tasks:

2.1 Maintenance/Repair

2.1.1 The Contractor will provide manufacturer support to maintain and support access control system components and application software at the place of performance.

2.1.2 The Contractor shall provide a warranty that shall be in effect for the life of the contract and the objective product delivers 100% of its functionality and is in daily use. Contractor shall provide onsite warranty and maintenance support for the entire ACS to include, but not limited to, all equipment, materials, and workmanship, and respond on-site to all problems. The Contractor shall provide help desk support. All contractor-provided hardware manufacture warranties will be managed by the contractor.

2.1.3 Warranty Items: The Contractor shall repair or replace items due to normal wear and tear.

2.1.4 Non-warranty Items: The Contractor shall provide items not supplied as part of the access control equipment but are crucial to its proper operation (e.g. door crash bars).

2.1.5 Like-for-Like Replacement: The Contractor will make every effort to replace defective items with matching parts. If a part is unavailable or discontinued, the contractor will replace the defective item with a part that provides identical operation at no additional cost to the Government. For example, if a part fails for any reason, the contractor will repair and/or replace the part at no charge to the Government and, if a system part has continuous failures, after the third failure, the part must be replaced.

2.1.6 The Contractor shall provide Service Request Creation. Support should be requested by submitting a web service request, or by calling the Access Control support telephone number.

2.1.7 Response Time: The Contractor will provide 24 hour response time from time of contact for a request to repair or service.

2.1.8 The Contractor shall provide telephone and e-mail support 24 hours per day, seven

(7) days per week for service/warranty/maintenance requests.

2.1.9 The Contractor will be responsible for all door locking and unlocking mechanisms on ACS related doors.

2.1.10 The Contractor shall maintain and updated as necessary, existing software that has the capability to create access groups for various permissions to gain entry to assigned areas of the facility. The existing software is System Galaxy 11.0.1.2 and meets the current requirements of The Government.

PERFORMANCE REQUIREMENTS SUMMARY

Levels

Surveillance Incentive (Positive and/or Negative) (Impact on Contractor)

PRS#1 The Contractor shall provide a warranty that shall be in effect for the life of the contract and the objective product delivers 100% of its functionality, and is in daily use

standard due to malfunctioning software

Failure to meet requirements will result in unfavorable reporting.

standard due to malfunctioning hardware

Failure to meet requirements will result in unfavorable reporting.

standard due to any lag time during transition to new system

Failure to meet requirements will result in unfavorable reporting.

standard due to upgrade changes

Failure to meet requirements will result in unfavorable reporting.