Repair and Maintenance and Upgrade Services of Various Audio/Video Equipment
Added: Jun 18, 2012 8:27 am This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This combined solicitation/synopsis issued under Solicitation Number DOL121RP21459 is issued as a Request for Proposal (RFP) for the Repair and Maintenance and Upgrade Services of various audio/video equipments located at the U.S. Department of Labor, Office of Public Affairs, Division of Audio Visual Communication Services, Room N-6305, 200 Constitution Ave., NW, Washington, D.C. 20210-0001. Please note that as existing audio video equipment continues to age, the Government anticipates additional repair and maintenance during the life of the repair and maintenance contract in accordance with the Statement of Work identified herein. The period of performance shall consist of a Base of one year and 4 one-year option periods. This solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-58.This acquisition is set aside 100% for Small Businesses. The associated NAICS code is 811219. The small business size standard is $19.0 Million. The Government intends to award a Time and Material/Labor Hour contract as a result of this solicitation. APPLICABILITY OF FAR PROVISIONS: The incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-58 and are hereby incorporated by reference: FAR Part 52.212-4, Contract Terms and Conditions - Commercial Items (Jun 2010); 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Mar 2012); 52.203-13 Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)); 52.219-6 Notice of Total Small Business Set-Aside (Jan 2011) (15 U.S.C. 644); 52.219-8 Utilization of Small Business Concerns (Jan 2011) (15 U.S.C. 637(d)(2) and (3)); 52.222-3 Convict Labor (June 2003) (E.O. 11755); 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Jul 2010) (E.O. 13126); 52.222-21 Prohibition of Segregated Facilities (Feb 1999); 52.222-26 Equal Opportunity (Mar 2007) (E.O. 11246); 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2010) (38 U.S.C. 4212); 52.222-36 Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793); 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2010) (38 U.S.C. 4212); 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332); 52.202-1 Definitions (Jul 2004); 52.203-5 Covenant Against Contingent Fees (Apr 1984); 52.203-6 Restrictions on Subcontracting Sales to the Government (Sep 2006); 52.203-7 Anti-Kickback Procedures (Oct 2010); 52.232-1 Payments Apr 1984); 52.233-3 Protest After Award (Aug 1996); 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004); 52.244-6 Subcontracts for Commercial Items (Dec 2010); 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010); 52.204-6 Data Universal Numbering System (DUNS) Number (Apr 2008); 52.215-1 Instructions to Offerors - Competitive Acquisition (Jan 2004); 52.222-24 Pre-award on-site Equal Opportunity Compliance Evaluation (Feb 1999); 52.237-1 Site Visit (Apr 1984); 52.217-5 Evaluation of Options (Jul 1990); 52.217-6 Option for Increased Quantity (Mar 1989); 52.217-8 Option to Extend Services (Nov 1999); 52.217-9 Option to Extend the Term of the Contract (Mar 2000); 52.219-1 Small Business Program Representations (Apr 2011); 52.219-6 Notice of Total Small Business Set-Aside (Jun 2003); 52.237-3 Continuity of Services (Jan 1991); 52.216-24 Limitation of Government Liability; 52.216-25 Contract Definitization; 52.223-13 Certificate of Toxic Chemical Release Reporting; 52.223-14 Toxic Chemical Release Reporting; 52.223-18 Contractor Policy to Ban Text Messaging While Driving; 52.225-13 Restrictions on Certain Foreign Purchases; 52.225-25 Prohibition on Engaging in Sanctioned Activities Relating to Iran-Certification; 52.243-3 Changes - Time and Materials or Labor Hours; 52.244-6 Subcontracts for Commercial Items52.246-6 Inspection - Time and Material and Labor Hour; 52.212-2 Evaluation - Commercial Items (Jan 1999); 52.252-2 Clauses Incorporated By Reference (FEB 1998): DOLAR 2952.201-70 Contracting Officer's Technical Representative (COTR) (May 2004). As prescribed in DOLAR 2901.603.71, Mr. Thomas Accardi, of the Office of Public Affairs, Division of Audio Visual Communication Services, is hereby designated to act as Contracting Officer's Technical Representative (COTR) also known as Contracting Officer's Representative (COR) under this contract. The COTR is responsible, as applicable, for receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract, providing technical direction to the contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual scope of work, evaluating performance, and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment. The COTR does not have the authority to alter the contractor's obligations under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If, as a result of technical discussions, it is desirable to alter/change contractual obligations or the scope of work, the contracting officer must issue such changes. FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998); SUBMISSION OF PROPOSALS: Documents submitted in response to this solicitation must be fully responsive to and consistent with the requirements of the solicitation. Failure to comply with all the requirements of the solicitation may result in the offer to being considered unacceptable for award. Offers are due no later than 11:00 AM (EST) on July 13, 2012 via FedEx or other method of delivery to the address shown below. If the offeror intends to use EXPRESS POSTAL MAIL SERVICE, it is recommended to have delivery scheduled for one to two days BEFORE the due date of the solicitation. Packages arriving tough the postal service are screened and are opened prior to receipt at Office of Procurement Services (OPS). These actions and other uncertain delays are probable and outside the control of OPS. Any package received by OPS tough postal channels after the due date will be returned to the offeror in the same condition in which it was received. The contents will not be evaluated and therefore be ineligible for award. Because of heightened security measures, HANDCARRIED PROPOSALS ARE NOT ENCOURAGED. Submission of offers is to be sent to: U.S. Department of Labor, Attention: Jeanette L.B. Quitoriano, Office of Procurement Services (OPS), 200 Constitution Ave., N.W., Room S-4307, Washington, D.C. 20210-0001. Responses to the solicitation must be submitted in FOUR SEPARATE VOLUMES. Volume I - Technical Proposal; Technical Proposals will be adjectivally rated as either Outstanding, Acceptable or Unacceptable, against each of the evaluation factors set forth in the solicitation. Volume II - Business/Cost Proposal - The offer shall include with their business/cost proposal a cover letter that must be signed by an official authorized to bind the offeror and shall agree to hold the prices in its proposal firm for 90 calendar days from the RFP response due date, unless another time period is specified in an addendum to the solicitation. PRICE: The offeror shall submit a quote for services that meet the elements described in the Statement of Work. Offerors may use the Business/Cost Schedule in Attachment II when preparing/submitting cost proposals. Volume III - Solicitation, Offer and Award Documents and Certifications/ Representations. The offeror must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Feb 2012), with its proposal. An authorized official of the firm shall fill-in and sign SF 1449 and all certifications requiring original signature. VOLUME IV - Past Performance: The offeror shall submit tee (3) past performance information of current or previous contracts within the past tee (3) years immediately preceding the issuance of this solicitation to be considered Recent. Relevancy is described in detail in Addendum 52.212-2. The offeror shall submit past performance of current or previous contracts based on how well the contractor performed on projects of similar dollar value, scope, and complexity. Past performance information must include name of agency serviced or being serviced, name, telephone number and e-mail address of agency point of contact; contract number, value of contract, nature of work performed, and the period of performance. Offerors are advised that the Government may use past performance information obtained from centralized past performance databases and sources other than those identified by the offeror and the information obtained may be used for both the responsibility determination and the best value decision. The absence of past performance data will be rated neither favorably nor unfavorably. Contracts listed may include those entered into with Government agencies or private sectors. For contractors with no relevant corporate past performance, the Government may take into account information regarding the past performance of predecessor companies, key personnel with relevant past performance, or subcontractors that will perform key aspects of the requirement. The Government will evaluate the Past Performance elements specified in the Past Performance Questionnaire, Attachment III. Offerors shall distribute the questionnaire included in the solicitation as an attachment to their references so the form can be completed and submitted directly to the Government. The completed questionnaire shall be sent via e-mail to quitoriano.jeanette@dol.gov. QUESTIONS: If the offeror is uncertain as to any requirements of the specification(s), such questions should be directed to the Contracting Officer. Questions should be submitted via e-mail to quitoriano.jeanette@dol.gov and should make reference to the paragraph number and the page of the solicitation in which the reference appears. Questions must be received no later than 12:00NOON (EST) on Wednesday, June 26, 2012. Questions which are not submitted in writing or are submitted after 12:00 NOON on June 26, 2012 will not be addressed. Responses to the questions submitted, if/as appropriate, will be responded to via an amendment to the solicitation only, which will be posted to FEDBIZOPPS immediately a week following the due date of submission of questions. ADDITIONAL INFORMATION: NO TELEPHONE INQUIRIES WILL BE ACCEPTED. The RFP does not commit the Government to pay for any costs incurred in the submission of proposals or to contract for the services. The Contracting Officer is the only individual who can commit the Government to the expenditures of public funds in connection with this procurement. STATEMENT OF WORK AND DESCRIPTION OF REQUIREMENTS: The Department of Labor, Office of Public Affairs (OPA), Division of Audiovisual Communication Services (DAVCS) produces audio-visual products for presentation and distribution in order to support the Office of the Secretary (OSEC) and Department of Labor (DOL) agencies with their programs and initiatives. Projects requested by OSEC and DOL agencies are intended for various audiences, including DOL employees, congressional members, labor organizations, employer groups, educational groups and the general public. DAVCS requires a vendor to provide support and maintenance services for the Audio/Video production systems to include, but not exclusive to, the existing AVID editing systems and servers, AVID Edit 2 Adrenaline & Unity, Harris Leitch Platinum 64x64 routing switcher, Ross Video Synergy 100 MD Multi-Definition Digital PSW, Betacam and P2 recorders, broadcast cameras (both analog and P2) and associated integrated systems. These systems serve as the core of DAVCS' production facility. As with any sophisticated multi-dimensional computer hardware/software system that interfaces with and is integrated in a TV routing, switching and production environment, these systems require periodic proprietary updates & software patches, as well as live technical support when service disruptions occur. This multi-year purchase order will be awarded to provide OPA DAVCS with the required maintenance and support for its existing audio/video production systems. Scope of Work for Department of Labor DAVCS Engineering Services: Media Engineering Contractor shall hold a Society of Broadcast Engineers (SBE) certification and have more than two decades hands-on experience working for network broadcast station operations and equivalent government broadcast operations. Media Engineering Contractor shall demonstrate expertise in designing, installing and maintaining analog/digital television broadcast studios, master control, audio control and production control, live production and post production control room, station automation, robotic cameras, ingest, transmission, video server networks, IT systems administration and television control rooms. Media Engineering Contractor shall demonstrate proficiency in troubleshooting techniques for baseband, IT hardware and software, systems integration and maintenance, as well as written and verbal communication skills. Media Engineering Contractor must be adaptable and flexible with the ability to shift focus on new priorities, while demonstrating the ability to adhere to strict deadlines and complete work assignments in an accurate and timely manner, as required to complete tasks critical to keeping DAVCS on the air with 99% reliability. Media Engineering Contractor must document incremental changes to seven year old DAVCS system using VidCAD, AutoCAD and MS Excel. Media Engineering Contractor shall maintain as-built AutoCAD drawings depicting signal flow and rack elevations. Media Engineering Contractor shall formulate specific performance criteria for reliability of equipment and systems. Media Engineering Contractor shall reduce downtime by performing evaluation of existing equipment assets, identifying worn, damaged or at-risk equipment as part of preventive maintenance or in response to catastrophic failure. Media Engineering Contractor shall perform triage on equipment needing repair, prioritizing and estimating cost/benefits to repair versus replacement. Media Engineering Contractor shall coordinate repair of equipment by manufacturers and authorized third-party repair service vendors. Media Engineering Contractor shall monitor electrical, mechanical, optical and environmental condition of DAVCS technical facilities. Media Engineering Contractor shall improvise systems integration modifications to accommodate ad-hoc operational requirements. Media Engineering Contractor shall be able to respond on-site within twenty four hours of a trouble call, and be willing to occasionally work flexible, varying shift schedules as needed including early mornings, overnights, and weekends, if necessary. Media Engineering Contractor shall advise DAVCS management, summarizing the technical, functional and operational tradeoffs associated with upgrade options, presenting justification for recommendations and related priorities associated with implementation of video. Media Engineering Contractor shall monitor system technical performance, detecting specific deficits and coordinated cost-effective and technically appropriate remedies. Media Engineering Contractor shall diagnose and evaluate systems performance issues, investigated and researched possible solutions, and provide detailed recommendations for remediation. Alongside DAVCS technicians, the media engineering contractor shall inspect and evaluate new equipment to ensure compliance with specifications. Media Engineering Contractor shall exhibit knowledge of current developments in broadcast standards such as SMPTE 292M, SMPTE 259M NTSC, PAL, MPEG2, automation, unbalanced and balanced AES3 digital on coax cable and twisted pair as well as balanced analog audio, TCP/IP, SMPTE time code and RS422 serial communications. Media Engineering Contractor shall possess an understanding of TCI/IP networking related to software applications in Ethernet-based networks in Server/PC environment and standalone workstations. Windows operating system experience including Windows NT 4.0/2000/XP/7 as well as Mac OS X in a corporate network environment. Media Engineering Contractor shall demonstrate attention to detail in ability to critically evaluate audio and video content. Media Engineering Contractor shall develop and implement planned performance of a preventative maintenance schedule as well as perform duties associated with equipment inventory and care. Media Engineering Contractor must keep active in SMPTE and SBE to stay abreast of new technologies, trends for broadcast operations. Procedures for Procurement of Parts and Replacement Equipment: All tasks requiring parts and materials that the OPA DAVCS does not have in inventory, will require prior approval by the DOL designated technical representative, or designated OPA COR. At the DOL's option, Media Engineering Contractor may be asked to procure additional equipment, or to provide technical management and oversight of the equipment procurement process. Response Time, Access, and Scheduling of Specific Engineering Tasks: Schedule for routine maintenance and non-emergency tasks will be coordinated tough the DOL designated technical representative or OPA COR. Two hour maximum response time for telephone technical support call-back from engineer on duty, and twenty-four hours or less response time on field service calls placed Monday tough Friday (except national holidays). DOL business hours are 8am to 5pm eastern standard time (EST). Special arrangements for evening and weekend work outside of the contract will be accommodated with priority. DOL will provide access to secure areas and equipment required for performance of work defined in this contract. Attachment I lists the Government furnished equipment to be maintained and repaired under this scope of work. TECHNICAL EVALUATION CRITERIA: 1. Technical Approach - The vendor delineates technical ability and relevant expertise to perform the work described in the Statement of Work (SOW). Provide evidence of Society of Broadcast Engineers (SBE) certification. The offeror shall demonstrate expertise in designing, installing and maintaining analog/digital television broadcast studios, master control, audio control and production control, live production and post production control room, station automation, robotic cameras, ingest, transmission, video server networks, IT systems administration and television control rooms. The offeror shall document incremental changes to DAVCS system using VidCAD, AutoCAD and MS Excel. Keep active in professional organizations such as SMPTE and SBE to stay abreast of new technologies and trends for broadcast operations. The offeror shall submit a technical approach which shows a clear command of English language (e.g. has checked their submission for correct grammar and spelling). This is a critical evaluation sub factor. 2. Ability to Meet Timeframe Requirements - The vendor shall demonstrate ability to meet maintenance and service requirements in Statement of Work including: Schedule for routine maintenance and non-emergency tasks will be coordinated tough the DOL designated technical representative or OPA COR. Two hour maximum response time for telephone technical support call-back from engineer on duty, and twenty-four hours or less response time on field service calls placed Monday tough Friday (except national holidays). DOL business hours are 8am to 5pm eastern standard time (EST). Special arrangements for evening and weekend work outside of the contract will be accommodated with priority. This is a critical evaluation sub factor. 3. Relevant Experience - The vendor delineates previous experience in providing maintenance and support services for audio/video production systems; vendor demonstrates over 10 years of experience working on government and commercial broadcast operations. This is an essential evaluation sub factor. BASIS OF AWARD: The award will be made to the vendor whose offer is determined to be the best overall value to the Government, price and other non-cost factors considered. Technical performance and price are equally important. However, price will become significantly important as technical ratings approach equality.The period of performance for this requirement will be as follows:Base Year: July 31, 2012 tu July 30, 2013Option Year 1: July 31, 2013 tu July 30, 2014Option Year 2: July 31, 2014 tu July 30, 2015Option Year 3: July 31, 2015 tu July 30, 2016Option Year 4: July 31, 2016 tu July 30, 2017 DOL121RP21459 Department of Labor Office of the Assistant Secretary for Administration and Management
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