USAGM Broadcasting-Technical- Admin-Operations and Manitenance- Services in Djibouti-Final.pdf

STATEMENT OF WORK

Technical, Administrative, Operations, Maintenance, and Broadcasting Services

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

1. Background

The United States Agency for Global Media (USAGM) requires contractor support to operate, maintain, restore, and provide broadcasting services for radio transmitting facilities in Djibouti used for the transmission of U.S. Government-funded radio programs.

The Contractor shall provide all personnel, management, supervision, technical expertise, labor, tools, equipment, materials, licenses, permits, transportation, and incidental services necessary to perform the requirements described in this Statement of Work.

2. Purpose

The purpose of this contract is to:

• Maintain operational readiness of the broadcasting facilities.

• Perform preventive and corrective maintenance.

• Restore and recommission facilities following outages or extended downtime.

• Provide reliable Medium Wave and FM broadcasting services.

• Maintain all required licenses and regulatory approvals.

• Provide emergency response and repair services.

• Support USAGM broadcasting operations and audience growth initiatives in Djibouti.

3. Scope of Work

The Contractor shall provide technical, administrative, broadcasting, operations, maintenance, and emergency support services for USAGM Medium Wave and Frequency Modulation broadcasting facilities in Djibouti.

The scope of services includes, but is not limited to:

• Medium Wave transmitters

• FM transmitters

• Transmitter blocks

• Cooling systems

• Harmonic filters

• Combiner systems

• Dummy loads

• Antenna systems

• Matching units

• Feed lines

• SF6 switchgear

• Generators

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

• Site utilities

• Electrical distribution systems

• Monitoring and control systems

• Satellite reception facilities

• Frequency licensing and regulatory compliance

• Broadcasting and transmission operations

4. Period of Performance

The period of performance shall be one (1) year from the date of contract award.

The Contractor shall provide continuous support throughout the performance period.

5. Requirements

5.1 Technical and Administrative Services

The Contractor shall provide all management, supervision, labor, test equipment, tools, transportation, and administrative support necessary to maintain operational readiness of the broadcasting facilities.

5.1.1 Safety Requirements

The Contractor shall:

a. Ensure only qualified personnel perform work.

b. Comply with applicable electrical, occupational safety, and broadcasting industry standards.

c. Implement lockout/tagout procedures prior to maintenance activities.

d. Ensure equipment is de-energized and properly grounded before inspection or repair.

e. Provide required personal protective equipment.

f. Conduct job hazard assessments before work begins.

g. Maintain first aid supplies at the site.

h. Report accidents, injuries, and safety incidents to the COR.

i. Exercise caution in equipment shelters, trenches, and remote areas where wildlife may be present.

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

5.1.2 Routine Preventive Maintenance

The Contractor shall perform preventive maintenance to preserve operational readiness.

Transmitters

• Clean transmitter equipment at least every two months.

• Inspect cabinets and components for contamination and deterioration.

• Verify operation of alarms, controls, and protection systems.

• Operate each transmitter at least once per month.

• Verify capacitor formation through periodic operation.

• Record operating parameters.

Cooling Systems

• Activate cooling systems weekly.

• Verify operation of pumps, fans, valves, and controls.

• Verify cooling water circulation.

• Maintain deionized cooling water.

• Measure and record water conductivity.

• Inspect systems for leaks.

• Verify fluid levels.

Power Systems

• Inspect switchgear and electrical distribution equipment.

• Verify grounding systems.

• Inspect surge protection systems.

• Verify proper operation of protective relays.

Generators

• Inspect generators.

• Verify oil, coolant, and fuel levels.

• Inspect batteries and charging systems.

• Record operating hours.

• Determine maintenance requirements.

5.1.3 Site Restoration and Utility Services

The Contractor shall:

• Restore commercial power systems.

• Verify electrical distribution systems.

• Restore HVAC systems.

• Restore ventilation systems.

• Restore water systems.

• Restore facility lighting.

• Verify fire alarm and suppression systems.

• Verify security systems.

• Document restoration activities.

5.1.4 Initial Site Inspection

The Contractor shall inspect:

• Transmitter blocks

• Harmonic filters

• Combiners

• Dummy loads

• Antenna systems

• Matching units

• Feed lines

• Generators

• Electrical systems

• Buildings and shelters

The Contractor shall identify contamination, wildlife intrusion, moisture, corrosion, loose hardware, and physical damage.

5.1.5 Equipment Cleaning

The Contractor shall clean:

• Transmitter cabinets

• DC power systems

• Harmonic filters

• Combiner systems

• Dummy loads

• Cooling systems

• Electrical panels

• Air filtration systems

• Equipment rooms

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

The Contractor shall verify dummy load solution levels, cooling-fluid levels, and secure all cabinets following completion.

5.1.6 Inspection of Auxiliary Systems

The Contractor shall inspect:

Antenna Systems

• Towers

• Guy wires

• Ground systems

• Insulators

• Lighting systems

Matching Units

• Capacitors

• Inductors

• Enclosures

• Grounding systems

Feed Lines

• Transmission lines

• Connectors

• Supports

Generators

• Engine components

• Fuel systems

• Cooling systems

• Lubrication systems

• Exhaust systems

• Batteries

5.1.7 Restoration of Electrical Supply

• Inspect and energize SF6 switchgear.

• Verify grounding continuity.

• Verify protection settings.

• Verify monitoring and alarm systems.

• Verify safety interlocks.

5.1.8 Ventilation and Cooling Startup

The Contractor shall:

• Start ventilation systems.

• Start cooling systems.

• Verify coolant circulation.

• Verify proper airflow.

• Confirm stable operating conditions.

5.1.9 Transmitter Block 1 Startup

The Contractor shall:

• Energize the transmitter at reduced power.

• Monitor voltage, current, temperatures, cooling flow, reflected power, and forward power.

• Increase power incrementally every 10 to 15 minutes.

• Continue to rated power if operating conditions remain stable.

5.1.10 Transmitter Block 2 Startup

The Contractor shall repeat the procedures identified in Section 5.1.9 and document operating data.

5.1.11 Combined Mode Testing

The Contractor shall:

• Operate transmitter blocks in combined mode.

• Increase power gradually.

• Continuously monitor system operating parameters.

• Stop testing if abnormal conditions occur.

5.1.12 Monitoring, Records and Administrative Services

• Verify operation of monitoring and control systems.

• Verify operation of automation systems and processors.

• Maintain operating logs.

• Record alarms, warnings, failures, and outages.

• Document corrective actions.

• Maintain maintenance histories.

• Maintain spare parts inventories.

• Submit monthly reports.

• Coordinate with local utilities and regulatory agencies.

5.2 Broadcasting/Transmission Services (Optional CLIN 0002)

The Contractor shall provide broadcasting services for:

Service Frequency Medium Wave 1431 kHz FM Djibouti City 100.8 MHz FM Arta 102.0 MHz

The Contractor shall:

A. Maintain all licenses and operating authorities required for broadcasting services.

B. Transmit USAGM programming on assigned frequencies.

C. Ensure reliable operation of transmitter systems.

D. Maintain compliance with all technical operating parameters.

E. Provide service meeting applicable international broadcast standards.

F. Provide satellite reception and distribution facilities.

G. Provide facilities, labor, maintenance, and support services necessary for broadcasting operations.

H. Notify the USAGM Network Control Center of transmission failures.

I. Restore service as quickly as possible following outages.

J. Pay local licensing and broadcasting fees.

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

K. Operate transmitters at authorized output power.

L. Not subcontract transmission services without Government approval.

M. Prevent interference with USAGM broadcasts.

5.3 Emergency Services (CLIN 0003)

5.3.1 Emergency Repairs

The Contractor shall provide emergency repair services for broadcast and support equipment.

An emergency is defined as any condition resulting in an interruption or degradation of broadcasting services requiring immediate action.

The Contractor shall:

• Provide technical support.

• Respond to emergencies.

• Coordinate repair activities.

• Facilitate communications between USAGM and local technical personnel.

5.3.2 Miscellaneous Other Services

The Contractor shall provide budgetary estimates before performing emergency repairs involving additional costs.

Estimates shall include:

• Labor hours

• Material costs

• Parts costs

• VAT

• Travel costs

• Vehicle rental costs

• Accommodation costs

• Shipping costs

• Customs costs

Emergency repairs and miscellaneous services shall not exceed $10,000 annually without Government approval.

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

6. Frequency Licensing and Regulatory Requirements

The Contractor shall:

• Obtain and maintain all licenses, permits, and frequency authorizations.

• Maintain operating authority for 1431 kHz, 100.8 MHz, and 102.0 MHz.

• Ensure compliance with all applicable laws and regulations of Djibouti.

• Notify the COR within five business days of any licensing action affecting operations.

• Provide copies of licenses, renewals, and amendments upon request.

• Maintain all licenses for the exclusive use of USAGM broadcasting operations.

7. Deliverables

Deliverable Due Date Initial Site Assessment Report Within 30 days of award Frequency License Documentation Within 15 days of award and upon renewal Monthly Operations Report Monthly Preventive Maintenance Report Within 5 business days after maintenance Generator Inspection Report Quarterly Cooling System Report Quarterly Recommissioning Report Within 10 days of completion Emergency Incident Report Within 24 hours Corrective Maintenance Report Within 5 business days of repair Annual Performance Report 30 days prior to contract expiration Broadcast Availability Report Monthly License Compliance Report Annually

8. Performance Standards, Performance Measures, and KPIs

8. Performance Standards, Performance Measures, and Key Performance Indicators (KPIs)

8.1 Operations and Maintenance Performance Standards

Performance Objective Performance Standard Acceptable Quality Level

(AQL)

Surveillance Method

Broadcast Availability Maintain continuous operation of MW and FM broadcasting services

≥ 98% Availability

Monthly Operations Reports, Outage Logs

Transmitter Readiness Maintain transmitters in an operational condition

≥ 98% Readiness

Inspection Reports, Operational Testing

Preventive Maintenance Completion

Complete all scheduled PM activities

100% Completion

Maintenance Records Review

Maintenance Schedule Adherence

Perform PM activities within scheduled intervals

≥ 95% On-Time Completion

Maintenance Schedules and Reports

Generator Readiness Maintain emergency power systems in a ready condition

100% Compliance

Quarterly Inspection Reports

Cooling System Readiness

Maintain cooling systems within manufacturer specifications

100% Compliance

Cooling System Reports

Electrical System Readiness

Maintain electrical distribution and switchgear systems

100% Compliance Inspection Reports

Deficiency Correction Correct identified deficiencies within required timeframes

≥ 95% Compliance

Corrective Maintenance Records

Emergency Response Acknowledgement

Acknowledge emergency repair requests Within 2 Hours Incident Logs

Emergency On-Site Response

Respond on-site to emergency conditions when required

Within 8 Hours (where feasible)

Service Call Records

License Compliance Maintain all frequency licenses and operating authorities

100% Compliance License Reviews

Monthly Reporting Submit all required reports by due date 100% On-Time COR Review

Maintenance Record Accuracy

Maintain complete and accurate records

100% Compliance Records Audits

Safety Compliance Perform work in accordance with contract safety requirements

Zero Preventable Violations

Safety Inspections

Security Compliance Comply with all site security requirements

100% Compliance Security Reviews

9. Security Requirements

9.1 General Security

The Contractor shall protect personnel, facilities, equipment, systems, and information associated with USAGM operations.

9.2 Personnel Security

The Contractor shall:

• Ensure personnel are qualified and authorized.

• Maintain personnel rosters.

• Ensure personnel display identification.

• Remove personnel deemed unacceptable by the Government.

9.3 Site Access Control

The Contractor shall:

• Control access to technical facilities.

• Maintain visitor logs.

• Restrict access to authorized personnel.

• Report unauthorized access attempts.

9.4 Protection of Government Property

The Contractor shall protect Government equipment against:

• Theft

• Vandalism

• Sabotage

• Improper use

• Environmental damage

9.5 Information Security

Medium Wave (MW) and Frequency Modulation (FM) Broadcasting Services in Djibouti

The Contractor shall protect operational, technical, licensing, and engineering information from unauthorized disclosure.

9.6 Incident Reporting

The Contractor shall:

• Report security incidents within four hours.

• Submit written incident reports within 24 hours.

9.7 Cybersecurity

The Contractor shall:

• Restrict system access.

• Use secure authentication.

• Maintain antivirus protection.

• Install security updates when practical.

• Report cybersecurity incidents within four hours.

9.8 Continuity of Operations

The Contractor shall support continued operations during:

• Power outages

• Equipment failures

• Natural disasters

• Civil unrest

• Security incidents

9.9 Compliance with Local Laws

The Contractor shall comply with all applicable laws and regulations of Djibouti.

10. Inspections

The Government reserves the right to inspect contractor performance at any time.

Inspection activities may include:

• Site inspections

• Equipment inspections

• Maintenance record reviews

• Operational testing

• Security reviews

• License verification

11. Acceptance of Services

Services shall be accepted when:

• All required work has been completed.

• Deliverables have been submitted and approved.

• Broadcast availability standards have been met.

• Frequency licenses remain current and valid.

• Equipment operates as required.

• Deficiencies have been corrected.

• Security and safety requirements have been met.

12. Government-Furnished Property

The Contractor shall protect, maintain, and account for all Government-furnished property used under this contract.

13. Place of Performance

Services shall be performed at USAGM broadcasting facilities and associated transmission sites located in Djibouti.