PWS_Bldg_1000_VI-VTC_Revised_as_of_16_December_2015.doc

PERFORMANCE WORK STATEMENT

Maintenance and Remedial Repair Services for United States Army South’s (ARSOUTH’s) Audio Visual Display Systems

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide maintenance and remedial repair services for United States Army South’s (ARSOUTH’s) Audio Visual Display Systems in Building 1000 on Fort Sam Houston in San Antonio, Texas. 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 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform maintenance and remedial repair services of the Audio Visual Display Systems as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: United States Army South (ARSOUTH) utilizes a number of Audio/Visual (AV) information systems and technologies on a daily basis in order to carry out its mission. There is a requirement to maintain the audio visual systems within Building 1000 which provide Secure and Non-Secure briefing capabilities and Video Teleconference (VTC) calls between geographically dispersed locations, agencies, and organizations.

1.3 Objectives: The objective of this requirement is to support the ARSOUTH mission by maintaining optimal operations of audio visual systems throughout Building 1000.

1.4 Scope: The ARSOUTH AV Systems consists of 17 Dual-Classification Videoconferencing rooms, a 45-seat Emergency Operations Center, and a Video Operations Center. The Contractor shall perform engineering, installation and repair services on AV systems as required. The Contractor shall provide the labor, expertise and all necessary tools needed to perform the required services. The contractor shall purchase and replace any equipment needed to make the AV system operational.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) one year options. The Period of Performance reads as follows:

Base Year – 4 March 2016-3 March 2017

Option 1 - 4 March 2017-3 March 2018

Option 2 - 4 March 2018-3 March 2019

Option 3 - 4 March 2019-3 March 2023

Option 4 - 4 March 2020-3 March 2021

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The Contractor shall develop, implement, and maintain a QCP and program to ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The QCP is developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor’s QCP is the means by which the contractor ensures all work complies with the requirements of the contract. The QCP identifies and corrects potential and actual problem areas throughout the entire scope of the contract.

1.6.1.1 The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP shall be submitted within thirty (30) days of contract award. After acceptance of the QCP, the contractor shall receive the contracting officer’s (KO) acceptance in writing or any proposed changes to the QC procedures. The contractor shall submit QCP changes within five (5) days to the KO and Contracting Officer’s Representative (COR) for review and approval prior to implementation.

1.6.2 Quality Assurance (QA): The Government shall evaluate the Contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed IAW the performance standards and contract quality requirements are met. Contract quality requirements” means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the Contractor, to ensure the product or service conforms to the contractual requirements. It defines how the performance standards will be applied, the frequency of surveillance, the minimum acceptable defect rate(s), and deductions, if applicable.

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

Thanksgiving Day

Independence Day

Christmas Day

1.6.4 Hours of Operation: The Contractor is responsible for conducting business between the hours of 0700 and 1700 Monday through 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 the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at 4130 Stanley Road Building 1000, Fort Sam Houston, San Antonio, Texas.

1.6.6 Type of Contract: The government will award a Time and Materials (T&M) contract.

1.6.7 Security Requirements:

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured IAW Army Regulation (AR) 190-13, “The Army Physical Security Program.”

1.6.7.2 Personnel Security Clearance Requirements: Contractor personnel performing work under this contract must have an active personnel security clearance at the Secret level in the Joint Personnel Adjudication System (JPAS) at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are IAW with the attached DD Form 254, “Department of Defense (DOD) Security Classification Specification” The Contractor shall ensure that Contractor employees and sub-Contractor employees performing services under this contract comply with FAR 52.204-2, Security Requirements when the employee has access to information classified “Confidential,” “Secret,” or “Top Secret.” The Contract will ensure the employee complies with the Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DOD 5220.22-M), and any revisions to DOD 5220.22-M, notice of which has been furnished to the Contractor.

1.6.7.2.1 The Contractor shall follow DOD Federal Acquisition Regulation Supplement (DFARS) clause 252.223-7004, Drug-free Work Force; and local USSOUTHCOM policies regarding drug testing. The Contractor shall conduct drug tests, ensuring all top secret cleared Contractor employees are tested at least once per year, each year of the contract, as well as when there is a reasonable suspicion that an employee uses illegal drugs. The drug testing shall be at the Contractor’s expense. Positive drug test results shall be made available to both the KO and COR within 24 hours of known test results. Records of drug testing shall be made available to the COR.

1.6.7.3 Background Checks: The Contractor shall ensure Contractor employees and subcontractor employees performing services under this contract have passed a security check conducted by the Host Nation Police Department of their residence or the State Police Department of their U.S. residence. Security checks that have been completed as part of a personnel security clearance background investigation, or a previous background check that was a condition of employment, meet this requirement. Documentation of these checks will be made available to the KO or COR upon request. The Government retains the right to exclude any employee from performance of duties under this contract if a background security check reveals an employee is a security risk. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. If the Government determines additional background checks are required, at a minimum, and upon request from the Government, the Contractor shall provide to the KO or COR, the following information on any Contractor or subcontractor employee performing services under this contract:

· Full birth name

· Married name (if applicable)

· SSN or local equivalent (ID card number)

· Date of birth

· Place of birth (city, country)

1.6.7.3.1 Background Check Notification Requirements: If a background check on any employee or subcontractor employee performing services under this contract, whether the check was conducted as a condition of employment or as part of the contract with the Government, reveals any information from any source (including host country law enforcement) of criminal activity by Contractor employees, subcontractors, or subcontractor employees, the Contractor shall immediately:

(1) Notify the KO or COR of that information; and

(2) Notify the KO or COR of any suspicious activity by Contractor employees, subcontractors, or subcontractor employees the Contractor believes may pose a risk to U.S. or host nation national security or imminent risk of deadly bodily harm to any person;

(3) Any actions taken against Contractor employees, subcontractors, or subcontractor employees pursuant to this requirement.

The Contractor shall include the substance of this paragraph and the preceding paragraph in all subcontracts.

1.6.7.4 Uncleared Contractor Common Access Card (CAC) Credentialing and Access Procedures

1.6.7.4.1 Not Required

1.6.7.4.2 Not Required

1.6.7.5 Employment Eligibility: Contractor shall ensure that all Contractor employees and sub-Contractor employees performing services under this contract have been pre-screened for employment eligibility using the E-verify Program on the Department of Homeland Security website http://www.uscis.gov/e-verify. Personnel that have not met the employment eligibility requirement on this website are not authorized to perform services under this contract. Verification of the eligibility check will be made available to the KO or COR upon request. This requirement is not in lieu of and does not relieve the Contractor from the I-9 Employment Eligibility Verification Forms for employment of personnel.

1.6.7.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. If applicable, government issued access badges shall not be worn outside designated facilities where visible to the general public. The Contractor shall immediately report suspicious activities to security personnel.

1.6.7.7 Key Control: Not required.

1.6.7.7.1 Not required.

1.6.7.7.2. Not required.

1.6.7.8 Lock Combinations: Not required.

1.6.8 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, with other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 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: ensure 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; monitor Contractor's performance and notifies both the KO 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, 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.

1.6.10 Key Personnel: The follow personnel are considered key personnel by the government: AV/VTC Branch Chief Joseph Caudillo. 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 0700-1700. The Contract Manager and Alternate must five year’s experience in contract and project management, and a minimum of two year’s experience with Audio Video Teleconferencing systems.

1.6.11 Special Qualifications or Certifications: The contractor is responsible for ensuring employees performing on this contract possess and maintain the following professional certifications/qualifications required for specific tasks to be performed by contractor personnel during the execution of this contract, as listed below. Contractor shall provide proof of certifications/ qualifications to Contracting Officer Representative (COR) prior to commencing performance on contract.

· AMX ACE Control System Expert

· AMX ACE RMS Enterprise Expert

· AMX ACE Media Management Expert

· AMX Enova Solutions Certified

· Biamp – Audia Certificate of Achievement

· Polycom HDX Certification

· Polycom MGC 50/100 Maintainer Certified

· Proven past performance with Secure Video Conferencing and Command and Control systems

· Freeport Multi-Domain Network Switch Certified

· PMP Project Management Certified

· NSCA Advanced Sound Design Certified

· Certified Technology Specialist – General

· Certified Technology Specialist – Design

· Certified Technology Specialist - Installation

1.6.12 Identification of Contractor Employees: Contractor employees shall identify themselves as contractor personnel and shall avoid representing themselves as Government employees. This identification includes meeting attendance, answering Government telephones, email communications, and working in other situations where contractor status is not obvious. Contractor personnel identification shall be easily identifiable through the display of badges, name tags, lanyards, etc. They must also ensure all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Upon beginning any scheduled repair work, contractor personnel shall sign in with the COR who will issue common access area badges only. Contractor employees shall wear the badges so that the badges are visible at all times while performing any maintenance. All contractor personnel performing on this contract shall have a Secret Clearance. Those personnel who will routinely be entering B1000 for maintenance will have their clearances validated in JPAS and a badge will be issued.

1.6.13 Contractor Travel: Contractor shall be required to travel to US Army South Headquarters, Fort Sam Houston, TX during the performance of this contract to attend meetings, conferences, training and performance of work orders. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR seven (7) days prior to travel. The Government anticipates six (8) number of trips will be required to support this contract. Lodging, Air Fare and rental vehicle reservations shall be made within 24 hours of receiving signed notice to proceed with work requirement from the government.

1.6.13.1: Not applicable.

1.6.14 Other Direct Costs (ODC): Not applicable.

1.6.15 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 Contractor 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.

1.6.16. Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (http://www.defenseimagery.mil/products/DODimagery/commercialuse.html). The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.6.16.1 Non-Disclosure Statements: The Contractor shall provide signed non-disclosure agreements to the Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in Contractor personnel removal from performance of duties under this contract.

1.6.17 Organizational Conflict of Interest (OCI):

1.6.17.1 Work under this contract may create a future organizational conflict of interest (OCI) in the way of unequal access to information that could prohibit the Contractor from competing for, or being awarded future Government contracts. It is not the intention of the [insert RCO/location here] to foreclose a vendor from a competitive acquisition due to a perceived OCI. [insert RCO/location here] Contracting Officers are fully empowered to evaluate each potential OCI scenario based upon the applicable facts and circumstances. The final determination of such action may be negotiated between the impaired vendor and the Contracting Officer. The Contracting Officer's business judgment and sound discretion in identifying, negotiating, and eliminating OCI scenarios should not adversely affect the [insert RCO/location here]’s policy for competition. The [insert RCO/location here]is committed to working with potential vendors to eliminate or mitigate actual and perceived OCI situations, without detriment to the integrity of the competitive process, the mission of the [insert RCO/location here], the Army, or the legitimate business interests of the vendor community.

1.6.17.2 Mitigation plans. The Contractor shall review its OCI mitigation procedures to avoid any potential OCI created by performance under this contract. The Contractor shall submit the reviewed OCI mitigation plan to the Contracting Officer no later than thirty (30) days after award. The [insert RCO/location here] reserves the right to reject a mitigation plan, if in the opinion of the Contracting Officer, such a plan is not in the best interests of the [insert RCO/location here]or the Army. Additionally, after award, the [insert RCO/location here] will review OCI mitigation plans, as needed, in the event of changes in the vendor community due to mergers, consolidations, or any unanticipated circumstances that may create an unacceptable organizational conflict of interest.

1.6.17.3 Potential Organizational Conflict of Interest. The following provides examples of situations where mitigation plans may or may not be required by the [insert RCO/location here]. These examples are not intended to be all inclusive.

1.6.17.3.1 Unequal access to information. Access to "nonpublic information" as part of the performance of an Army contract could provide the Contractor a competitive advantage in a later competition for another Army contract. Such an advantage could easily be perceived as unfair by a competing vendor who is not given similar access to the relevant information. If the requirements of the Army procurement anticipate the successful vendor may have access to nonpublic information, the successful vendor should be required to submit and negotiate an acceptable mitigation plan. Alternatively, the "nonpublic information" may be provided to all vendors.

1.6.17.3.2 Biased ground rules. A Contractor in the course of performance of an Army contract has in some fashion established important "ground rules" for another Army contract, where the same Contractor may be a competitor. For example, a Contractor may have drafted the statement of work, specifications, or evaluation criteria of a future Army procurement. The primary concern of the Army in this case is that a Contractor so situated could slant key aspects of procurement in its own favor, to the unfair disadvantage of competing vendors. If the requirements of the Army procurement anticipate the Contractor may have been in a position to establish important ground rules, including but not limited to those described herein, the Contractor should be required to submit and negotiate an acceptable mitigation plan.

1.6.17.3.3 Impaired objectivity. A Contractor in the course of performance of an Army contract is placed in a situation of providing assessment and evaluation findings over itself, or another business division, or subsidiary of the same corporation, or other entity with which it has a significant financial relationship. The concern in this case is that the Contractor's ability to render impartial advice to the Army could appear to be undermined by the Contractor's financial or other business relationship to the entity whose work product is being assessed or evaluated. In these situations, a "walling off" of lines of communication may well be insufficient to remove the perception that the objectivity of the Contractor has been tainted. If the requirements of the Army procurement indicate that the Contractor may be in a position to provide evaluations and assessments of itself or corporate siblings, or other entity with which it has a significant financial relationship, the affected Contractor should provide a mitigation plan that includes recusal by the vendor from the affected contract work. Such recusal might include divestiture of the work to a third party vendor.

1.6.17.4 The Contractor shall provide information which concisely describes all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise), relating to the work to be performed and bearing on whether the offeror or Contractor has a possible OCI.

1.6.17.5 If the Contractor does not disclose any relevant facts concerning an OCI, the Contractor, by signing the contract, warrants that to its best knowledge and belief no such facts exist relevant to possible OCI.

1.6.17.6 Remedies for nondisclosure. The following are possible remedies should a Contractor refuse to disclose, or misrepresent, any information regarding a potential OCI:

1.6.17.6.1 Refusal to provide adequate information may result in disqualification for award.

1.6.17.6.2 Termination of the contract, if the nondisclosure or misrepresentation is discovered after award.

1.6.17.6.3 Disqualification from subsequent [insert RCO/location here] contracts.

1.6.17.6.4 Other remedial action as may be permitted or provided by law or in the resulting contract.

1.6.18 Phase-in/Phase-Out (PIPO) Period : Not applicable.

1.6.19 Training Requirements:

1.6.19.1 Anti-Terrorism (AT) Level I Training: The Contractor shall complete AT Level I Training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or 30 calendar days after employment of new personnel, all Contractor employees, including subcontractor employees, who are employed under the contract shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. Contractor personnel travelling overseas shall complete area of responsibility (AOR) specific AT awareness training for U.S. based Contractor employees and associated sub-Contractor employees. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR (or to the contracting officer, if a COR is not assigned) within 10 calendar days after completion of this training by all employees and subcontractor personnel. AT Level I awareness training is available at https://Jkodirect.jten.mil. Contractor personnel must complete refresher training every 12 months except AOR specific AT Level I training which shall be completed as required by local AT policies.

1.6.19.1.1 If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer. Verification of the training shall be provided to the COR within 10 calendar days after completion of the training.

1.6.19.2 OPSEC Training: Contractor employees, including subcontractors, shall complete Level I OPSEC training within 30 calendar days of employment under this contract. OPSEC Level I training is available at https://www.iad.gov/ioss/opse1301/index.htm. Contractor personnel must complete refresher training every 12 months. If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local OPSEC Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer. Verification of the training shall be provided to the COR within 10 calendar days after completion of the training.

1.6.19.3 Information Assurance (IA) Training: Contractor employees, including subcontractors, requiring access to Government information systems shall complete the DOD IA Cyber Awareness Training. All employees working information technology (IT)/IA functions must comply with DOD and Army training requirements per DOD Directive (DODD) 8570.01, Information Assurance Training Certification and Workforce Management, DOD 8570.01-M, Information Assurance Workforce Improvement Program, and AR 25-2, Information Assurance, within 30 days of employment. Training is available at https://ia.signal.army.mil/DODIAA/default.asp. All Contractor personnel and subcontractor personnel performing services under this contract with access to a government information system must be registered in the Army Training Certification Tracking System (ATCTS). Contractor personnel must complete refresher training every 12 months.

1.6.20 Foreign (OCONUS) Requirements: Not applicable.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. Definitions:

2.1.1. Contractor. The total Contractor organization or a separate entity of it; such as an affiliate, division, or plant that performs its own purchasing.

2.1.2. Contracting officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.3. Contracting officer’s representative (COR). An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

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. 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.

2.1.7. Performance Work Statement (PWS). A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.8. Physical Security. Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

2.1.9. Quality Assurance. The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.10. Quality Assurance Surveillance Plan (QASP). A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor’s performance in meeting critical performance standards identified in the contract.

2.1.11. Quality Control (QC). Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.12. Shall. Imperative.

2.1.13. Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime Contractor or another subcontractor.

2.1.12. Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AFFSSIR

Armed Forces Repository of Specimen Samples

ANSI

American National Standards Institute

AOR

Area of Responsibility

AR

Army Regulation

AT

Anti-Terrorism

CAC

Common Access Card

CFR

Code of Federal Regulations

CLIN

Contract Line Item Number

CMR

Contract Manpower Reporting

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

DD Form 254

Department of Defense Contract Security Requirement List

DNA

Deoxyribonucleic Acid (DNA)

DOD

Department of Defense

DODD

Department of Defense Directive

DODI

Department of Defense Instruction

FAR

Federal Acquisition Regulation

FHP

Force Health Protection

FY

Fiscal Year

GFE

Government Furnished Equipment

GFP

Government Furnished Property

GFS

Government Furnished Services

IA

Information Assurance

IAW

In Accordance With

IT

Information Technology

JPAS

Joint Personnel Adjudication System

JTR

Joint Travel Regulation

KO

Contracting Officer

LOA

Letter of Authorization

NIST

National Institute of Standards and Technology

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

OPSEC

Operation Security

PIPO

Phase In/Phase Out

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QASP

Quality Assurance Surveillance Plan

QCP

Quality Control Program

RA

Requiring Activity

SOP

Standard Operating Procedures

SPOT

Synchronized Predeployment and Operational Tracker

TCN

Third Country National

TE

Technical Exhibit

U.S.C.

United States Code

USSOUTHCOM

United States Southern Command

PART 3

GOVERNMENT FURNISHED EQUIPMENT (GFE), GOVERNMENT FURNISHED PROPERTY (GFP), AND GOVERNMENT FURNISHED SERVICES (GFS)

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: N/A

3.2 Facilities: N/A

3.3 Utilities: The Government will provide all utilities in the facility which will be available for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the faucets, turning off lights, and powering off equipment at the end of the work day.

3.4 Equipment: N/A

3.4.1 N/A

3.5 Materials: The Government reserves the right to provide Government Furnished Property (GFP) in the form of materials and supplies to support requirements under this PWS if the Government determines that is fiscally or otherwise advantageous.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2 Facility Security Clearance: The contractor shall possess and maintain a SECRET facility security clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract, shall have been granted a SECRET personnel security clearance from the Defense Industrial Security Clearance Office. The DD Form 254 is provided as Attachment I.

4.3. Materials: The Contractor shall provide all materials and supplies (except as cited in 3.5) necessary to meet the requirements under this PWS. Materials shall include items such as bulk cabling, pre-fabricated cables, audio/video termination connectors etc.

4.4. Equipment: The Contractor shall provide all equipment necessary to meet the requirements under this PWS. Equipment shall include items such as soldering irons, crimpers, ladders etc. Any equipment purchased for completion of government directed work may be charged to the government but those items shall be surrendered to the government upon complete of that particular work order. Contractor shall become a direct dealer with the manufacturers of the currently installed hardware components, copper and fiber cabling and software manufacturers where it causes the contractor to not meet time performance requirements as stated in this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 System Engineering Services. The Contractor shall provide services to repair, reconfigure, upgrade, or implement a design change to the A/V Systems. The aforementioned services will commence, as required, upon the establishment of a work ticket by way of phone call or email to the Contractor’s help desk. All repair services must meet ANSI/INFOCOMM 10-2013, Audiovisual Systems Performance Verification standards.

Repair, maintenance and support for existing audio/video, videoconferencing and integrated media systems may include, but are not limited to, the following tasks:

· Complete operational check of the system functions

· Detailed inspection and testing of system components

· Adjustment of audio levels and equalization of equipment settings as required to maintain or optimize overall system performance

· Adjustment of video switcher/projector and associated components including calibration and alignment

· Inspect and repair any faulty wiring or connections

· Service reports

· Advisement of any additional services and upgrades required

· AMX Control System Programming

· Equipment de-installation/installation

· VI LAN copper and fiber network cabling in/between conference room and Communications Closets

5.1.1 Only authorized Government personnel are authorized to place work orders. A list of Individuals authorized to place work orders and validate work completion will be provided by the COR.

5.1.2 Repair Parts and Documenting Maintenance and Repairs.

5.1.2.1 The contractor’s maintenance and inspection program will be based upon original equipment manufacturer (OEM) recommendations, contractor expertise and standard industry practices. The purpose of this work is to prevent and correct equipment deficiencies, minimize breakdowns and service interruptions, extend audio video display system life and maximize operational effectiveness. The contractor shall perform maintenance to audio visual components as prescribed in the applicable manufacturer’s O&M manual. The contractor shall maintain maintenance and services records for the system and ensure all records are accurate, current, and that a copy of each record is provided to the Government within 5 days after the completion of each service.

5.1.2.2 Remedial repair service calls are those not defined as preventive maintenance and may be in the form of either urgent or non-urgent calls when an audio visual display system is non-operational. All deficiencies shall be corrected during the remedial repair service calls whenever possible or within a maximum of ten (10) business days if equipment must be shipped and repaired by the manufacturer. The contractor shall have all equipment and material required to start work upon arrival at the service location. The contractor shall provide the COR with a written quote for all necessary repair and/or maintenance parts immediately upon discovery. The COR shall review the contractor's submittal prior to part replacement. The contractor shall use only new parts (no refurbished or gray-market) and shall show the new part to the COR prior to installation. The contractor shall show the COR the damaged part after replacement.

5.1.3 Urgent Repair vs. Non-Urgent Repair. Maintenance service repairs on conference rooms shall be classified into Urgent Repair and Non-Urgent Repair. The classification of the work order as urgent vs. non-urgent repair will be determined by individuals authorized to place work orders. All repair visits shall be scheduled with individuals authorized to place work orders to ensure room availability.

5.1.3.1 Urgent Remedial Repair. Urgent Remedial Repair is defined as any system malfunction that results in the inability to use any of the room functions. Repairs classified as urgent require a one hour telephonic or email response time from the help desk in which troubleshooting shall begin. If telephonic trouble shooting does not resolve the issue within one work day, the contractor shall deploy a technician to government site to conduct further diagnosis within two (2) work days of initial call by the Government. Repairs classified as urgent require completed corrective action within ten (10) work days of receiving a KO/COR signed estimate. Times shall be calculated from the moment the contractor is emailed a KO and COR signed estimate order.

5.1.3.2 Non-Urgent Remedial Repair. Non-Urgent Remedial Repair is defined as all repair requests not meeting the Urgent Repair criteria. Repairs classified as non-urgent require a one hour telephonic response time from the help desk in which troubleshooting shall begin. If telephonic trouble shooting does not resolve the issue within one work day, the contractor shall deploy a technician to government site to conduct further diagnosis within five (5) work days of initial call by the Government. Repairs classified as non-urgent require completed corrective action within fifteen (15) work days of receiving a KO/COR signed estimate. Times shall be calculated from the moment Army South informs the help desk or designated representative that service is required.

5.1.4 Cost Estimate. The contractor shall provide an estimate and details as to the method of accomplishing the recommended maintenance for each system being maintained. The COR will review the estimate and will submit to the KO for final approval prior to commencement of work. A complete and final work order shall act as the reference for all correspondence with the contractor regarding the work performed. The KO’s written approval of the complete and final work order shall constitute the work as being completed and services that the government will pay for. No verbal agreements are authorized.

5.2. Task Heading. On-Site Repairs

5.2.1 Equipment Repair. The contractor shall diagnose the problem which is preventing the system from operating normally. As required, the contractor shall uninstall and reinstall equipment and arrange with equipment manufacturer for the repair of equipment as necessary when the failure is due to mechanical or electronic breakdown. The contractor shall properly rack equipment, terminate, dress and label cables as well as clean any debris that was created. Equipment must be returned to 100% functionality.

5.2.2 Equipment Replacement.

5.2.2.1 The contractor shall arrange for the replacement of equipment and provide a price quote for a replacement of the product as needed. The KO shall approve the purchase of all equipment prior to the contractor making any equipment purchases. The contractor shall be required to ship via commercial carrier with no more than a two-day delivery service.

5.2.2.2 Maintenance and repair of failed equipment shall be accomplished on site as much as possible. In the event that a component must be removed from the system, the contractor shall, if requested by the COR, make every reasonable attempt to provide an advanced replacement. The government understands that replacement equipment may not provide duplicate functionality, but will keep the system operational to the maximum extent possible.

5.2.3 Software Maintenance. AMX Control System Programming shall be completed within forty eight (48) hours of work order initiation. The contractor will notify the government of programming changes required to optimize system performance or to meet mission requirements. As an alternative, the contractor shall be required to provide remote support to Army South technicians to make the necessary programming changes and deliver those changes to the government within forty-eight hours if the government so desires. The government shall not be charged for work completed by Army South technicians. The contractor shall keep a log of all programming changes in a software database which shall contain the history of programming changes by revision number, date and description of changes for particular software versions. The contractor shall provide to the government error free AMX Control System Programming and Touch Panel file updates after every AMX Control System update.

5.2.4 Remedial Repair Reports. At the conclusion of each on-site repair visit, the Contractor shall furnish a report on the condition of each piece of system equipment that maintenance was performed on. Reports shall be submitted within seven (7) working days after the service is performed. Each report shall include a summary of the services performed by the Contractor, any parts replaced, and any deficiencies noted that may require repair or correction. The Contractor shall maintain all records, ensure that the records are complete and accurate, and provide a copy of the record to the Government at the completion of each service. The Contractor shall also provide a cost estimate for any recommended repairs. If any alterations to the systems have been made, new or current build plans (as-builts) must be submitted to the COR within 72 hours of acceptance of the work. Any changes that cause a deviation to the operator level preventive maintenance checks and services (PMCS) will require a current PMCS manual and checklist be submitted to the COR, along with the updated build plans. The build plans must be complete and not an extract of before and after.

5.2.5 Manufacturer Warranty. The warranty agreement IAW AR 700-139, Army Warranty Program, shall cover ALL hardware parts and workmanship for 12 months. The contractor shall remove, ship, test, and re-install equipment in need of repair under the manufacturer’s warranty. Contractor guarantees that the installed system and its components will be free from defective parts and workmanship for twelve (12) months following system acceptance.

5.2.5.1 Any commercial warranty offered by equipment manufacturer extending beyond this first year will also be honored. Any equipment still covered under the original manufacturer’s warranty provision, shall be repaired or replaced under this contract.

5.2.5.2 Any restocking fees shall be borne by the contractor.

5.2.5 Contractor’s Maintenance Warranty. Any equipment still covered under the original manufacturer’s warranty provision, shall be repaired or replaced through the contractor acting as an agent for the government. The contractor shall remove, ship, test, and re-install equipment in need of repair under the manufacturer’s warranty.

Contractor guarantees that the installed system and its components will be free from defective parts and workmanship for twelve (12) months following system acceptance. The warranty agreement shall cover ALL hardware parts and workmanship for 12 months. Any commercial warranty offered by equipment manufacturers extending beyond this first year will also be honored.

5.2.6 Return Material Authorization. If a Return Material Authorization (RMA) for a government piece of equipment is necessary then the contractor will be required to sign a hand receipt for the item. The original signed hand receipt will be returned to the contractor upon return of the equipment. If the equipment is not repairable and a replacement is required, then the hand receipt will be returned to the contractor upon return of the new piece of equipment and RMA paperwork from the manufacturer validating that the equipment was exchanged.

5.3. CONTRACTOR MANPOWER REPORTING (CMR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract [for the NAMED COMPONENT] via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on the “Department of the Army CMRA” or the icon of the DOD organization that is receiving or benefitting from the contract services.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. If contract period of performance ends prior to September 30, the Contractor has 30 days from end date of the contract to complete the CMR requirement. Contractors may direct questions to the help desk by clicking on the “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 DOD Commercial Use of Imagery Guidelines

6.1.2 AR 190-13, The Army Physical Security Program

6.1.3 Army Directive 2014-05, Policy and Implementation Procedures for CAC Credentialing Access for Uncleared Contractors

6.1.4 DOD 5220.22-M, National Industrial Security Program Operating Manual

6.1.5 Defense Federal Acquisition Regulation Supplement (DFARS)

6.1.6 Joint Travel Regulation (JTR)

6.1.7 AR 735-5, Policies and Procedures for Property Accountability

6.1.8 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.9 DOD 8570.01-M, Information Assurance Workforce Improvement Program

6.1.10 AR 25-2, Information Assurance

6.1.11 DODI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces

6.1.12 USSOUTHCOM SC Regulation 40-501, Medical Suitability Screening Regulation

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1 – Performance Requirements Summary

7.2 Attachment 2 – Deliverables Schedule

7.3 Attachment 3 – Estimated Workload Data

7.4 Attachment 4 – List of Audio Visual Rooms

7.5 Attachment 5 – Typical Conference Room Equipment List

7.6 Attachment 6 – DD 254 - Department of Defense Contract Security Classification Specification

7.7 Attachment 7 – 502 SFS/S5B Application for Installation Access Credential (AIAC)

ATTACHMENT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS 1

The contractor shall respond to all requests for remedial repair services IAW Paragraphs 5.1.3.1 and 5.1.3.2