PWS - W9124J-24-R-SVTC 30May2024 ..pdf

PERFORMANCE WORK STATEMENT

Medical Command (MEDCOM) HQs

Onsite Secure Video Conferencing Equipment Installation and Maintenance

PART 1

GENERAL INFORMATION

1. INTRODUCTION

General: This is a contract and non-personal services contract to support United States Army, Headquarters Medical Command (USA HQ MEDCOM), other Army organizations and/or authorized users (as required) outside and within the Continental United States (OCONUS/CONUS) initiative to provide and install updated a secure video teleconferencing infrastructure. The Vendor shall provide all personnel and equipment necessary to ensure fully functional systems that are is operation. The Government shall not exercise any supervision or control over the contract service providers. Such contract service providers shall be accountable solely to the Vendor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Vendor shall provide all required equipment and professional augmentation non-personal services to USA HQ MEDCOM with supervision of employees who are assigned to meet the requirements of the PWS in addition to having extensive knowledge and experience in secure video conferencing installation. The Vendor will provide secure video teleconferencing support services and maintenance of all Vendor installed equipment. The Vendor must be responsive to an everchanging network, security level, user, workspace, and workforce change, requirements, and enhancements.

1.2 MEDCOM is very concerned that the support supplied by the Vendor shall be of the highest possible quality. To ensure the highest possible quality, the Vendor shall address quality as an implied component of all other tasks and services requested in this PWS and delivered throughout the life of the contract. MEDCOM's goal is to achieve 100% customer satisfaction for its users, and the Vendor shall provide support that enables this level of quality to be attained.

1.2.1 The Vendor shall provide the requisite number of technically qualified staff who have the depth and breadth of experience, expertise, and skills necessary to perform the duties specified in this contract. The Vendor shall perform to the standards in this contract.

1.2.2 All Vendor activities shall be in compliance with the MEDCOM's quality assurance goal of providing 100% customer satisfaction. Workmanship performance for all Vendor efforts shall comply with current government and industry standards delineated in Section 6 of this document.

1.3 Background: The MEDCOM is a direct reporting unit of the U.S. Army. On 1 October 2019, operational and administrative control of all military medical facilities transitioned to the Defense Health Agency. The MEDCOM currently provides medical, dental, and veterinary capabilities to the Army and designated DoD activities; operates fixed facilities; conducts medical research, materiel development and acquisition; educates and trains personnel; and develops medical concepts, doctrine, and systems to support Army healthcare delivery.

DRAFT

MEDCOM Headquarters is located at Joint Base San Antonio, Texas.

1.4 SCOPE: The Vendor shall provide a new Audio Visual (AV) system to support multiple modes of operation to include local presentations, unclassified and secret video teleconference (SVTC) calls from MS Teams, Global Video Services (GVS), and Cisco Meeting App (CMA). The new AV system must meet or exceed all requirements The Vendor shall install, test, facilitate, operate, troubleshoot, and perform diagnostics of secure video conference component systems and equipment in the following two (2) locations:

• 2450 Connell Road, Building 2264, Command Conference Room

• 2450 Connell Road, Building 2264, Room 060

The Vendor shall install noise generators/noise masking and marquis in the following four (4) locations:

• 2450 Connell Road, Building 2264, Command Conference Room

• 2450 Connell Road, Building 2264, Room 060

• 2450 Connell Road, Building 2264, Room 028

• 2450 Connell Road, Building 2264, Room 025

• The Vendor shall install a GSA Class 5 IPS container in the following location:

2450 Connell Road, Building 2264, Room 028 closet next to Room 025, Inside Delivery to USAMEDCOM - 2450 Connell Road BLDG 2264 Fort Sam Houston, Texas 78234.

• This expanded capacity will facilitate the Commercial Solutions for Classified (CSfC) and allow capabilities and functions to mature across the command. It will transvers the DODIN-A or Commercial ISP to access a virtual environment that connects us to the CSfC.

• The system shall meet the requirements as outlined in 5.1.1.

1.5 This contract will also include training for sustainment to facilitate Government daily operational management, on-site support and maintenance. Training will include developed procedure manuals and operational instruction guides delineating procedures and operational requirements.

1.6 Period of Performance: For this contract, the Period of Performance shall not exceed (12) months from the award of this contract. Vendor must ensure prior to acceptance of award they will be able to obtain all required equipment for installation to meet Period of Performance.

1.7 Standards of Conduct: Vendor shall ensure all personnel performing duties under this contract understand and adhere to the following standards of conduct which are consistent with those applicable to Government employees as provided in the Joint Ethics Regulation 5500.7.R.

1.7.1 Disorderly Conduct: Use of abusive or offensive language, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient government operations.

1.7.2 Intoxicants: The Vendor shall not allow any employee (prior to or while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, alcohol, or substances which produce similar effects.

1.7.3 Criminal Actions: Vendor employees may be subject to criminal prosecution for any violation of the law while in a duty status or while on federal property. If the employee becomes involved in criminal activity or becomes the subject of an official criminal investigation while not on duty that directly affects the employee's ability to perform duties, the employee shall report the incident to the employer immediately or when it is reasonable, but at no time less than 8 hours prior to next shift assignment.

1.7.4 Official Documents: Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records is strictly prohibited.

1.7.5 Government Property: Unauthorized use, theft, or vandalism of government property is strictly prohibited.

1.7.6 Immoral Conduct: Sexual harassment, inappropriate touching, use of sexually explicit language or vulgarity, or the possession or display of sexually explicit material or any conduct of a sexual nature that is reasonably considered as offensive is strictly prohibited.

1.7.7 Unethical Behavior: The solicitation or acceptance of gratuities, gifts or tips for duties performed, misusing company time, abusive or misuse of authority, employee thefts in accordance with this contract is strictly prohibited.

1.7.8 Appearance: Present a neat professional appearance and be easily identified by Vendor identification card.

1.7.9 Information Dissemination: Neither the Vendor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

1.7.10 All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the Contracting Officer (KO).

1.8 General Information

1.8.1 Quality Control: The Vendor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Vendor’s quality control program is the means by which he assures himself that his work complies with the requirements of the contract. At a minimum, the Vendor shall develop quality control procedures that address the areas identified in “Performance Requirements Summary”. The Vendor shall submit electronically a comprehensive written quality control plan (QCP) at time of contract award for Government review and approval. In the event revisions are required the

Vendor shall return the revised QCP within five (5) working days of receipt of notification to revise.

After acceptance of the quality control plan the Vendor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The plan shall be transmitted to the Contracting Officer Representative (COR).

1.8.2 Quality Assurance: The government shall evaluate the Vendor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is a government only document. The plan focuses on the monitoring and surveillance to ensure the Vendor has met the performance standards in section 7.1. It defines how the performance standards will be applied, the frequency of the surveillance, and the minimum acceptable defect rate(s).

1.8.3 Recognized Holidays: The Vendor is not required to perform services on the holidays listed below:

New Year’s Day 1st day of January Martin Luther King Jr. Day 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth Day 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December.

1.8.4 Hours of Operation: The Vendor shall perform services at least 8 hours per operational day;

hours shall be between 0730 and 1630 Monday through Friday. A work week shall not exceed 40 hours to accommodate the local mission (except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings) without prior notification and approval from the COR. The Vendor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Vendor shall keep in mind that the stability and continuity of the workforce is essential. The Vendor shall ensure upon a change in personnel or when leave is granted in excess of 3 days an equivalent temporary agent is assigned until a permanent replacement is obtained.

In addition, Vendor personnel may be required to adjust their work schedules to accommodate work requirements. Adjustments to Vendor work schedules will not be considered overtime.

Overtime requests shall not be authorized.

1.8.5 Place of Performance: The primary place of performance will be in MEDCOM HQ Building, 2450 Connell Rd BLDG 2264, Fort Sam Houston, Texas, 78234.

1.8.6 Type of Contract: The government will award a Firm Fixed Price Contract.

1.8.7 Security Requirements: The Vendor is responsible for safeguarding information of a confidential or sensitive nature. Failure to safeguard any FOUO/privileged information that may involve the Vendor or the Vendor’s personnel or to which they may have access may subject the Vendor and/or the Vendor’s employees to criminal liability under Title 18, section 793 and 798 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the Vendor. All programs and materials developed at government expense during the course of this contract are the property of the government. Vendor personnel shall be required to adhere to the installation security requirements.

1.8.7.1 Personnel Security: The Vendor shall comply with DoD Directive 8500.1, " Information Assurance," DoD Instruction 8500.2, "Information Assurance (IA) Implementation," DoD Directive 5400.11, "DoD Privacy Program," DoD 6025.18-R, "DoD Health Information Privacy Regulation," DoD Regulation 5400.7-R, “Air Force Supplement”, DoD 5200.2-R, "Personnel Security Program Requirements" and all other regulations provided by MEDCOM or listed in Part 6.

1.8.7.2 Vendor responsibilities for ensuring personnel security include meeting the following requirements:

• Follow the United States Joint Base San Antonio guidelines for submittal of Unescorted

Installation Access Procedures

• https://www.jbsa.mil/Information/Gate-Hours-Visitor-Information/JBSA-Fort-Sam-Houston-

Visitor-Info/. Contact the COR for guidance on the appropriate IT levels for personnel on the agreement.

• Initiate, maintain, and document personnel security investigations appropriate to the individual's

• responsibilities and required access.

• Immediately report to G2-G6 and deny access to any automated IS (AIS), network, or SI

• information if a vendor employee receives an unfavorable adjudication, if information that would result in an unfavorable adjudication becomes available, or if directed to do so by the appropriate government representative for security reasons.

• Ensure all Vendor Personnel receive and sign the Acknowledgement and Consent.

1.8.7.3 Access to Protected Information. If, during the performance of this procurement, Vendor personnel obtain access, by any means, to protected information, including trade secrets or proprietary information of other Vendors, Government source selection information, HIPAA, Privacy Act information, or any other information with distribution limited by the Government, Vendor personnel will not divulge any such information except as it relates to the performance of this procurement within HQ MEDCOM itself, or shall not otherwise use or disclose this information for their personal gain, the gain of their employer, or the gain of anyone else. Vendor personnel will notify the Contracting Officer, their Task Manager, or the Contracting Officer Representative of any potential organizational conflict of interest created by any such access. A nondisclosure agreement, however, will not overcome an Organizational Conflict of Interest (OCI) as defined in FAR part 9.5. Moreover, compliance with the Trade Secrets Act requires the consent of the owner of the proprietary information before another nonfederal entity may be allowed access to such information. Accordingly, all Government Vendors will not be given access to such marked information, and it is incumbent upon the Vendor to inform the Contracting Officer of the access.

Vendor personnel ordinarily will be required to sign a nondisclosure agreement before starting work under the agreement. Failure to comply with this clause shall be deemed adequate cause for the removal of a Vendor employee from employment with the Vendor. The Vendor’s employment contracts with its employees will include a provision to provide for their removal under these conditions.

DRAFT

https://www.jbsa.mil/Information/Gate-Hours-Visitor-Information/JBSA-Fort-Sam-Houston-Visitor-Info/ https://www.jbsa.mil/Information/Gate-Hours-Visitor-Information/JBSA-Fort-Sam-Houston-Visitor-Info/

1.8.7.4 Security and Privacy. The Vendor shall –

1.8.7.4.1 Provide physical security for all material, equipment, data, and information handled during Order performance, in accordance with AR 190-13, The Army Physical Security Program, AR 190- 51, Security of Unclassified Army Resources (Sensitive and Non-sensitive), and command policies, procedures, and regulations.

1.8.7.4.2 The Vendor shall provide verification of appropriate clearance levels to obtain access to Joint Base Fort Sam Houston, Texas.

1.8.7.5 The Vendor may be required to gain access to the DHA secure network for performance of this task and shall follow all guidelines and policies established for the use of these networks.

As such, Vendor personnel shall undergo appropriate background investigation.

1.8.7.5.1 Upon termination of a Vendor employee from the HQ MEDCOM Contract, contracting companies must notify HQ MEDCOM and OPM of the action, including the termination date.

1.8.8 Physical Security: The Vendor shall be responsible for safeguarding all government equipment, keys, lock combinations, information and property provided for Vendor use, when performing in a government facility. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.9 Special Qualifications: N/A

1.10 Post Award Conference/Periodic Progress Meetings: The Vendor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with the Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer, the Contracting Officer Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Vendor to review the Vendor’s performance. At these meetings, the Contracting Officer will apprise the Vendor of how the government views the Vendor’s performance and the Vendor will apprise the government of problems, if any, experienced.

Appropriate action will be taken to resolve outstanding issues. These meetings will be at no additional charge to the Government.

1.11 Contract Primary Point of Contact (POC): The Vendor shall provide a Contract POC who shall be responsible for the performance of the provided service. The name of this person and an alternate (who shall act for the Vendor POC when he/she is absent) and shall be designated in writing to the Contracting Officer at least 5 days prior to contract performance. The contract manager or alternate shall be available between the hours of 07:30 – 16:30.

1.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Vendor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.13 Identification of Vendor Employees: All situations where their Vendor 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 Vendors are suitably marked as Vendor products or that Vendor participation is appropriately disclosed.

1.14 The Vendor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

1.15 The Vendor shall ensure all personnel receive an annual awareness briefing or training on Combating Trafficking in Persons (CTIP). Proof that all personnel received CTIP awareness or training shall be made available to the Government upon request.

1.16 Organizational Conflict of Interest: Vendor and sub-vendor personnel performing work under this contract may receive, have access to or participate in the development of proprietary to source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Vendor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Vendor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Vendor from participation in subsequent contracted requirements which may be affected by the OCI.

1.17 Mandatory Training: The Vendor shall ensure personnel performing services under this contract complete additional Government provided training within the timeframes below. The training includes, but it is not limited to:

1.17.1 iWATCH Training. This standard language is for Vendor employees with an area of performance within an Army-controlled installation, facility, or area. The Vendor and all associated sub-vendors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 45 calendar days of contract award and within 45 calendar days of new employees commencing performance, with the results reported to the COR NLT 60 calendar days after contract award.

1.18 AT/OPSEC Access and general protection/security policy and procedures. This standard language is for Vendor employees with an area of performance within an Army-controlled installation, facility, or area. Vendor and all associated sub-vendor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Vendor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract 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 Vendor security matters or processes.

1.18.1 For Vendors that do not require CAC but require access to a DoD facility or installation.

Vendor and all associated sub-vendor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 201405/AR 190-13); applicable installation, facility and area commander installation and 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.

1.19 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 Vendor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Vendor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Vendor's performance and notify both the Contracting Officer and Vendor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Vendor personnel. A letter of designation issued to the COR, a copy of which is sent to the Vendor, states the responsibilities and limitations of the COR, especially 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.

1.20 Other Direct Costs (ODC’s): This category includes expenses associated with service and maintenance. The Vendor shall include all other ODCs associated with successful performance of the work requirements as part of the firm-fixed price.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. VENDOR. A supplier or vendor awarded a contractual vehicle (in this case; contract) to provide specific supplies or service to the government. The term used in this Contract refers to the prime.

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

2.1.3. 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 Vendor 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 base contract or contract.

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

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

2.1.6. KEY PERSONNEL. The following personnel are considered key personnel by government:

Upon award, the contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0800 and 1630, Monday through Friday except federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below.

The Contracting Officer's Representative (COR) reserves the right to verify the credentials and qualifications of any key personnel at any time to ensure compliance with contract requirements.

• Knowledge and experience in installing secret video teleconference (SVTC) systems

• Able to read drawings and documentation including Cable running lists

• Knowledge and experience on how to properly pull cable

• Knowledge and experience on installation of racks and equipment

• Knowledge and experience on cable management

• Knowledge and experience of Crestron and QSC

• Knowledge and experience on networking background with understanding of Rack & Stacks

• Knowledge and experience on providing field engineering and troubleshooting services

• Knowledge and experience on developing the AV systems cable list of materials and cable running lists

• Knowledge of Biamp, understanding of the hardware (wiring, racking, etc.)

• Experience installing and/configuring video walls

• Knowledge of installing audio suppression (damping/masking) equipment

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Vendor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Vendor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Vendor to assure that the quality of an end product or service shall meet contract and contract requirements.

2.1.11 SUBVENDOR. One that enters into a contract with a prime Vendor. The Government does not have privy of contract with the sub-Vendor.

2.1.12 WORKDAY. The number of hours per day the Vendor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CAC Common Access Card CAC-TIF Combined Arms Center-Training Innovation Facility CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DA Department of the Army DADC Days After Contract Award DD254 Department of Defense Contract Security Requirement List FAR Federal Acquisition Regulation FSO Facility Security Office JBSA Joint Base San Antonio DISS Defense Information System Security KO Contracting Officer NEC Network Enterprise Center MEDCOM Medical Command OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PAA Privileged Access Agreement 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 TASS Trusted Associate Sponsorship System TE Technical Exhibit TSG The Surgeon General USA United States Army

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Government Furnished Property (GFP): The Government will provide power, network access, and GFE PC for TEAMS to ensure proper installation of equipment. The Government will not be responsible for Vendor owned property.

3.2 Facilities: The Government will provide access to all spaces necessary to carry out the requirements listed in the PWS.

3.3 Utilities: When necessary for Vendor to be on site, the Government will provide all utilities within federal facilities. These utilities will be available for the Vendor’s use in performance of tasks outlined in this PWS. The Vendor shall instruct employees in utilities conservation practices.

The Vendor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after use.

3.4 Equipment: (Reference PWS paragraph 3.1.) The government will provide access to necessary equipment in the performance of the requirements in this PWS for the Vendors located at government sites. Vendor shall maintain accountability and responsibility for all Government property IAW DoD 4161.2-M and FAR 52.245-1.

PART 4

VENDOR FURNISHED ITEMS AND SERVICES

4. VENDOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Vendor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility Clearance: Vendor will provide company name, names and SSNs of all personnel for inclusion of the Visitor/Unescorted Access Request Form.

4.2 Materials: The Vendor shall all furnish all materials, supplies (to include all expendable supplies) and equipment necessary to meet the requirements of the PWS that are not listed in Section 3.

4.3 Equipment: The Vendor shall all furnish equipment necessary to meet the requirements of the

PWS

that are not listed in Section 3

PART 5

SPECIFIC TASKS

5. Specific Tasks:

PART 5 SPECIFIC TASKS

5.1 Basic Services. The Vendor shall deliver a complete, fully functional turn-key system based on this minimum system description and suggested brand name or equivalent equipment listed, telephone troubleshooting support and continued Operation and Maintenance (O&M) onsite support to the HQ MEDCOM. This includes system managerial support. This support shall serve as the primary interface between the organization and the NEC. The Vendor shall conduct Factory Acceptance Test (FAT) - Assemble, wire and test the entire system in the Vendor’s facility prior to delivery to site. FAT testing will minimize on site time requirements in government facilities which often have access limitations.

• Test will not be inclusive of attachment to the government network.

• Vendor shall conduct an integrated test of all components.

• Vendor shall conduct and verify all programming of touch panel during testing. All custom software coding should be done off-site to ensure minimal time is required to install the system at the government site.

• The vendor shall electronically transmit correspondence to MEDCOM confirming factory testing has been completed.

Vendor shall provide a new AV system to support multiple modes of operation to include local presentations, unclassified and secret video teleconference (SVTC) calls from MS Teams, Global Video Services (GVS), and Cisco Meeting App (CMA). The new AV system will meet or exceed all requirements.

The new system will accommodate Unclassified and SIPRNet classification levels.

5.1.1 The system will include the following:

Command Conference Room

• System Core: Switching and Processing

• Secret Audio & Video Teleconferencing Commercial 55" 4K LED TV, ▪ 3 yr. limited warranty (No Wi-Fi) - Manufactured in a TAA country

• Dual Lens Camera with AI Technology – ▪ HDMI, USB, and IP streaming capabilities.

• Equipped with two 4K lenses. The first is a PTZ camera with 12X optical zoom (24X total zoom) to clearly frame meeting participants in medium and large rooms.

• The second is an AI lens with 95 ° FOV to provide a panoramic view of the room. Picture-in-picture functions to simultaneously view the speaker and a panoramic view of the room.

• Secret Audio Video Sources & Connectivity Full-Range Flat Field Speakers with Low Profile Enclosure and 70/100 V Transformer

• Ceiling Array Microphone

• DSP / microphone mixer with echo cancellation, ▪ USB and Analog and VOIP telephone interface with AVB port for expansion (Necessary for voice reinforcement in local room sound system, phone dialing)

• Technology that captures uncompressed HDMI video and audio from Microsoft Teams, Webex devices, which then converts it to USB 3.0 for a third-party laptop. ▪ Convert Ultra HD to USB

3.0 with an HDMI loop and external power for BYOM applications.

• Connects to HDMI cameras, video sources or CODECs to via laptop.

• Audiovisual presentation matrix switcher with integrated control processor ▪ 4K Seamless matrix switcher with two built-in independent scalers (DTP outputs only),

• integrated DTP transmitters and receivers,

• integrated IPCP Pro control processor with integrated three port network switch, and comprehensive audio DSP capabilities with 100 Watt Amplifier.

• Selectable seamless transitions and logo keying, HDBaseT Compatible.

• Touchpanel. ▪ w/quad-core processing and eight times more memory,

• 1280x800 capacitive touchscreen built with scratch and smudge-resistant

• Two DTP Transmitter for HDMI with Input Loop-Through

• Four Port Power Control and Current Sensor

• LED sign,

• Sound masking generator,

• privacy signs, and

• sound masking emitters.

• Control System

• Equipment Racking and Furniture 2-Bay Credenza. ▪ Capable of supporting dual displays up to 70” or a single display up to 85”.

• Includes sliding, rotating 12RU rack and shelving unit in second cabinet.

• In mahogany veneer.

• Equipment rack and accessories connector and cable management

Conference Room 060

• System Core: Switching and Processing

• Secret Audio & Video Teleconferencing Two Commercial 65" 4K LED TV, ▪ 3 yr. limited warranty (No Wi-Fi) - Manufactured in a TAA country

• Dual Lens Camera with AI Technology – ▪ HDMI, USB, and IP streaming capabilities.

• Equipped with two 4K lenses. The first is a PTZ camera with 12X optical zoom (24X total zoom) to clearly frame meeting participants in medium and large rooms.

• The second is an AI lens with 95 ° FOV to provide a panoramic view of the room. Picture-in-picture functions to simultaneously view the speaker and a panoramic view of the room.

• Secret Audio Video Sources & Connectivity Full-Range Flat Field Speakers with Low Profile Enclosure and 70/100 V Transformer

• Ceiling Array Microphone

• DSP / microphone mixer with echo cancellation, ▪ USB and Analog and VOIP telephone interface with AVB port for expansion (Necessary for voice reinforcement in local room sound system, phone dialing)

• Technology that captures uncompressed HDMI video and audio from Microsoft Teams, Webex devices, which then converts it to USB 3.0 for a third-party laptop. ▪ Convert Ultra HD to USB

3.0 with an HDMI loop and external power for BYOM applications.

• Connects to HDMI cameras, video sources or CODECs to via laptop.

• Control System Audiovisual presentation matrix switcher with integrated control processor ▪ 4K Seamless matrix switcher with two built-in independent scalers (DTP outputs only),

• integrated DTP transmitters and receivers,

• integrated IPCP Pro control processor with integrated three port network switch, and comprehensive audio DSP capabilities with 100 Watt Amplifier.

• Selectable seamless transitions and logo keying, HDBaseT Compatible.

• Touchpanel. ▪ w/quad-core processing and eight times more memory,

• 1280x800 capacitive touchscreen built with scratch and smudge-resistant

• Four - DTP Transmitter for HDMI with Input Loop-Through

• One HDMI Twisted Pair Extender - Transmitter

• Three HDMI Twisted Pair Extender - Receiver

• Four Port Power Control and Current Sensor

• LED sign,

• Sound masking generator,

• privacy signs, and

• sound masking emitters.

• Equipment Racking and Furniture 16RU Mobile Rack with locking front and rear doors (color Mahogony) ▪ 16U Rack rails (to be used as rear rack rails)

Rooms 025 and 028

• Sound masking generator, o Two universal Flat Panel Micro-Adjustable Tilt Wall Mount Equipment rack and accessories connector, cable management and universal Flat Panel Mount Hardware Kit

• privacy signs, and

• sound masking emitters.

• Trusted Systems GSA Class 5 IPS Container, ▪ 13Hx15Wx24D, 227 lbs empty, X10 lock, thermostatically controlled forced air-cooling system,

• 115VAC, 12"W x 12"D vertically adjustable slide shelf,

• two secured cable portals for red/black separation,

• Power strip (5outlet, 15ft cord, NEMA 5-15), includes mounting holes for bolting down container.

• PDS Junction Box, 6x6x6, Right Side Door Opening.

• S&G 8077 Padlock for PDS Junction Box.

• Inside Delivery to USAMEDCOM - 2450 Connell Road BLDG 2264 Fort Sam Houston, Texas 78234

• includes placement and assembly of above IPS container with stand into designated rooms and removal of packing debris.

Warranty

5.2.1 Warranty:

Hardware shall be covered under a warranty period of three (3) year from the installation for the video conferencing system.

5.2.2 Duration:

The vendor shall provide maintenance warranty period of one (1) year from the installation for the video conferencing system.

5.2.3 Coverage:

During the warranty period, the vendor shall cover any defects in materials, workmanship, and functionality of the hardware components comprising the video conferencing system. This includes cameras, microphones, speakers, displays, and related software components necessary for video conferencing operations.

5.2.4 Repairs and Replacements:

In the event of any covered issues, the vendor shall be responsible for providing necessary repairs or replacements. This may involve repairing or replacing faulty components or, if necessary, the entire video conferencing system to restore it to proper working condition.

5.2.5 Exclusions:

The warranty provided by the vendor does not cover damages resulting from misuse, neglect, accidents, unauthorized modifications, or acts of nature. Additionally, accessories or peripherals not included as part of the core video conferencing system are not covered under this warranty.

5.2.6 Limitations:

The vendor's liability under this warranty is limited to the repair or replacement of the defective components or video conferencing system. Any additional costs, such as shipping expenses for returning the equipment for repairs, shall be the responsibility of the customer or end-user.

5.3 Response Times.

Response times. The Vendor shall provide responses to system issues in accordance with SDS contractual AQLs.

• Response time is within 2 hours of notification.

• Primarily resolve all issues over the phone or via E-mail to the furthest extent possible.

• Repair or replacement of any faulty equipment installed or certified by Vendor at no additional cost Government.

• Coverage of all labor and programming needed to correct any system malfunction or repair/replacement (exceptions apply).

• Include one (1) supplemental training session (2 hours) per service maintenance contract year.

* This plan will become effective immediately following the successful completion of a Test and Acceptance signed by a government representative.

5.4 In support of the HQ MEDCOM Lines of Effort, the Vendor, as necessary, shall integrate with the Army, DHA or other NEC entities.

5.5 Delivery and Setup

5.5.1 No later than (NLT) 10 business days of award which shall include at a minimum, Government Contracting Officer Representative (COR), Government Functional Representative, and Vendor Program Manager. This meeting should include, but is not limited to, team introductions, PWS discussion and expectations. The meeting may occur in person, by way of telephone, or video conferencing. The Vendor’s attendance/participation at this meeting shall be at no additional expense to the Government. The Vendor shall send out a meeting invite, utilizing Microsoft (MS) Outlook readable format, to the meeting participants no later than five (5) business days prior to the scheduled meeting. The Vendor shall also supply a kickoff meeting agenda NLT two (2) business days prior to the scheduled meeting date and supply kickoff meeting minutes NLT three (3) business days after the meeting is held. The Vendor shall supply the meeting agenda and minutes, via email, to attendees in MS Word, Portable Document Format (PDF), or MS PowerPoint (PPT) format.

5.6 Service Specifics: The Vendor shall provide and update all required documentations as outlined in the QASP submit for subsequent dissemination to the COR and/or and Government Functional Representative 30 days after contract award.

5.6.1 The Vendor shall maintain and execute an approved quality control program and processes to monitor.

5.7 Project/Program Management:

The Vendor shall provide highly qualified and capable personnel with strong communication skills, has current working project and or program management knowledge and will:

• Be responsible for the coordination and delivery of overall requirements as outlined in this

PWS.

• Plan, direct and coordinate activities as outlined in the PWS.

• Manage and monitor all onsite personnel, their actions, training, schedules, leaves, vacation, etc.

• Perform and document explicit and implicit functional and technical requirements.

• Oversee and provide effective action plans that address implementation of necessary site support.

• Provide and/or maintain HQ MEDCOM and other Army organizations (as required) centric Program Management Plan within thirty (30) days of award.

Create and or maintain Work Breakdown Structure (WBS) • Assess risks and maintain strategies to mitigate or avoid them.

• Service Completion, Clean up and Close out:

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) ARMY Regulations:

• AR 25-1, Army Information Technology, 15 July 2019.

• AR 25-2, Army Cybersecurity, 4 April 2019.

• AR 73-1, Test and Evaluation Policy, 08 June 2018.

• DA Pam 73-1, Test and Evaluation in Support of System Acquisition, 30 May 03.

• DoD Regulations:

• DoD Instruction Number 8510.01, Risk Management Framework For DoD Systems, dated 19

July 2022.

• DoD Instruction Number 8310.01, Information Technology Standards in the DoD, dated 31 July

2017.

• DoD Instruction Number 8500.01, Cyber Security, dated 07 October 2019.

• DoD Instruction Number 8520.02, Public Key Infrastructure (PKI) and Public Key (PK)

Enabling, dated 24 May 2011.

• DoD Instruction Number 8530.01, Cybersecurity Activities Support to DoD Information Network

Operations, dated 25 July 2017.

• DoD Instruction Number 8100.02, Use of Commercial Wireless Devices, Services, andTechnologies in the Department of Defense (DoD) Global Information Grid (GIG), dated 23 April 2007.

• DoD Instruction Number 8420.01, Commercial Wireless Local-Area Network (WLAN) Devices, Systems, And Technologies, dated 03 November 2017.

• DoD Directive 8500.2, Information Assurance Implementation, dated 6 February 03.

PART 7 TECHNICAL

EXHIBIT LISTING

7. Technical Exhibit List:

7.1 Technical Exhibit 1 -Performance Requirements Summary

7.1 TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance

Objective

Performance Standard Performance Threshold

Incentive/ Disincentive

Contract Support Overview

The Vendor shall ensure they prepare a kick-off meeting, occurring no later than (NLT) 10 business days of award. The Vendor shall also supply a kickoff meeting agenda NLT two (2) business days prior to the scheduled meeting date and supply kickoff meeting minutes NLT three (3) business days after the scheduled meeting date

99 % from deviation

Positive/Negative assessment in

CPARS

Task Performance Overview

The Vendor shall ensure all personnel are equipped with the necessary skillset to meet PWS requirements.

99 % from deviation

Positive/Negative assessment in

CPARS

Quality Control Plan (Communications Metrics/Analysis)

The Vendor shall provide a thorough documented analysis project, metrics, strategies, and any associated risks with possible mitigation

99 % from deviation

Positive/Negative assessment in

CPARS

Installation The Vendor shall install, test, facilitate, operate, troubleshoot, and perform diagnostics of secure video conference component systems and equipment.

100% from deviation

Positive/Negative

508 Compliance Functional Performance Criteria is the minimally acceptable standards and adherence to ensure Section 508 compliance

100% from deviation

Positive/Negative assessment in

System Training The Vendor shall test secure video conferencing system with participants and ensuring compatibility with existing MEDCOM systems and equipment.

100% from deviation

Positive/Negative assessment in

CPARS

Service and Maintenance

The Vendor shall provide initial telephone service maintenance and onsite maintenance (when required). A summary of maintenance records with outage statistics that show the specific reasons for each outage, the total duration of the system outage and procedures used to restore the system, Systems Equipment Status, Communications Circuits Status, Parts and materials ordered (if required), items of Special Note. The Vendor shall provide MEDCOM with points of contact for after-hours requirements. This shall include both primary and alternate telephone numbers.

99 % from deviation

Positive/Negative

7.2 TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Note: The Government will have 14 calendar days to review the deliverables and respond to the Vendor in writing as to the acceptance of a deliverable. The Government will provide a written description of all deficiencies and discrepancies discovered during the review to the Vendor; the Vendor shall submit corrected deliverable within 14 calendar days at no additional cost to the Government.

Deliverable Frequency # of Copies Medium/Format Submit To Contract Support Overview Within 10 days of award and updated as required

Original 1 copy

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)

Monthly Status Reports to include Metrics Analysis

Monthly, NLT 15th business day of month

Original 1 copy

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)

Quality Control Plan Within 30 days of contract award and/or Update Contract level PMP as required

Original 1 copy

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)

Detailed system Test and Acceptance plan; SAT Checklist Training Documentation immediately upon completion of the installation.

Original 1 copy for each

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)

OEM User and Technical Documentation for all equipment Detailed System Wiring Diagrams System User Manual with Step-by- Step Instruction including screen shots Compiled and uncompiled Source Code for programmable controllers Maintenance/Warranty documentation System inventory of all components with serial numbers

Within ten working days of successful system Test and Acceptance

Original 1 copy for each

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)

System Training Materials and Online User Guides immediately upon completion of the installation.

Original 1 copy for each

All formats will be Electronically MS Word or other MS Office Products

COR

Functional Representative (s)