VTC Maintnance OTSG

Page 1 of 22 PERFORMANCE WORK STATEMENT (PWS) Video and Audio Teleconference Systems Maintenance Support, Office of the Surgeon General and U.S. Army Medical Command (USMEDCOM), Operations 13 APR 2026 PART 1 GENERAL INFORMATION GENERAL: This is a non-personal services contract to perform maintenance of video and audio teleconferencing (VTC) systems located in four rooms within the G-3 Operations Directorate, at the Office of The Surgeon General, in the Defense Health Headquarters building in Falls Church, Virginia. The maintenance will include replacement of outdated items, items that are near the end of their lifecycle, items that need to be replaced to improve functionality and new technologies applied. No modifications to the facilities are authorized without prior Government written approval. 1.1. DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall provide personnel expertise from 0800 to 1700, (8a.m. and 5p.m), five (5) days a week (Mondays to Fridays) to perform technical support preventive maintenance on audio and video teleconference equipment located in four conference rooms within the G-3 to ensure systems are fully operational. To minimize the occurrence of system malfunctions and ensure peak performance, contractor shall perform two (2) preventive maintenance visits per month during the period of performance for this contract. System components will be powered up and tested to verify proper functionality by running through a presentation, VTC call, etc. System components will be cleaned (i.e., dusted, vacuumed, wiped down, filters cleaned, lenses/screens cleaned where applicable), inspected, and adjusted in accordance with manufacturer recommendations. All cables and connections will be checked for proper strain relief and proper connection. System or equipment malfunctions will be evaluated and corrected while on site if possible. 1.2. BACKGROUND: With offices at the Defense Health Headquarters, Falls Church Virginia, the Pentagon, and San Antonio, Texas, OTSG and US Army Medical Command (USMEDCOM) has sub- commands within the U.S., Asia, and Europe. Given this, OTSG/USMEDCOM is required to have functioning VTC and AV requirements that are capable of support operations and mission command. The current VTC system is nearing the end of its lifecycle and is not agile and cannot support some of the newer technologies that are available. 1.3. OBJECTIVES: The overarching objective of the support described in this PWS is to perform maintenance contract for four conference rooms. 1.4. SCOPE: The contractor will perform audio and Video Teleconferencing (VTC) system maintenance for equipment located in the following rooms at OTSG: 3SW437, 3M139, 3M14 (Gilmore Conference Room), and 3M151 (Victory Conference Room). This includes return material authorization (RMA, the process for returning a defective product to the manufacturer), next-day replacement for defective equipment (when available from the manufacturer), manufacturer repair of failed equipment, and Original Equipment Manufacturer (OEM, the original company that made the equipment) firmware updates. The contractor shall perform two preventive maintenance visits per month during each period of performance to minimize system malfunctions and ensure peak performance. System components will be powered up and tested to verify proper functionality. This will be done by running a presentation, VTC call, or similar demonstration. System components will be cleaned by dusting, vacuuming, wiping down, and cleaning filters, lenses, or screens, where applicable. The contractor will inspect and adjust them in accordance with manufacturer’s recommendations. All cables and connections will be checked for proper strain relief and secure connections. System or equipment malfunctions will be evaluated and, if possible, corrected on-site. If any equipment is determined to be end of service (EoS, meaning the manufacturer no longer supports the equipment) by the manufacturer or cannot be repaired by a manufacturer-certified facility, the contractor will provide a quote for an upgraded replacement if the existing model is unavailable. -- 1 of 22 -- Page 2 of 22 Programming support to return the system to full operational status, if required, is covered under this service contract. Upon notification of a system breakdown, Help Desk technicians will respond to the Site Facilitator or point of contact (POC, a designated person responsible for communication) by telephone or VTC (for example, Microsoft Teams) within 2 hours to begin troubleshooting. If a problem cannot be resolved by the Help Desk, a technician can be dispatched to the site within 24 hours to continue troubleshooting and restore full operational status. If the contractor determines that a part is needed to restore the system's operability, on-site response time will depend on the part's availability. Manufacturer- provided warranties, where applicable, will be passed through to the Government on all VTC and audio- video (AV) equipment. 1.5 PERIOD OF PERFORMANCE: Base Year 01 Aug 2026 to 31 July 2027 Option Year 1 01 Aug 2027 to 31 July 2028 Option Year 2 01 Aug 2028 to 31 July 2029 1.6. PERSONNEL: 1.6.1. The Contractor shall provide experienced personnel to perform the required services. Contractor personnel shall be fully trained. In the event the Government is required to provide training for Contractor personnel, the Contractor shall reimburse the Government for all associated costs. 1.6.2. The Government and the Contractor understand and agree that the services to be delivered are non-personal services and both parties recognize and agree that no employer-employee relationships exist between the Government and the Contractor and/or between the Government and the Contractor’s employees. Contactor personnel performing under this contract shall not be placed in a position where they are employed by a Federal Officer or are under the supervision, direction, or evaluation of a Fed…