Simultaneous Interpretation Equipment and Services
Seeking responses from U.S. Small Businesses only THIS IS NOT A SOLICITATION AND DOES NOT ASSUME THE GOVERNMENT WILL AWARD A CONTRACT IN THE NEAR FUTURE. THIS NOTICE IS ONLY FOR MARKET RESEARCH PURPOSES. This is a Request for Information (RFI) notice seeking responses from US Small Businesses only. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified vendors; (2) whether they are small businesses; HUBZone small businesses; service-disabled veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Be advised that acquisition strategy and set-aside decisions may be made based on the information provided in response to this RFI. The NAICS is 532490, Other Commercial and Industrial Machinery and Equipment Rental and Leasing. The submission of this information is for planning purposes only and is not to be construed as a commitment by the Government to procure any items/services. GENERAL: This notice is a Request for Information (RFI) and is NOT a Request for Proposals (RFP), nor is this a Request for Quotations (RFQ). The purpose of this RFI is to identify potential sources that are interested and capable of providing the services herein. Participation in this effort is strictly voluntary. It is the responsibility of the interested parties to monitor the Sam.gov site for additional information pertaining to this RFI. Please be advised that all submissions become U.S. Government property. Response to this RFI will not be returned. The RFI does not commit the government to procure or contract for said services. The contracting officer is the only individual who can commit the government to the expenditure of public funds in connection with the proposed procurement. Proprietary/competition sensitive information will be protected from disclosure to the greatest extent practical, however, it is preferred that respondents do not provide proprietary or otherwise restricted responses. Each page considered by a submitting organization to contain proprietary information should be clearly marked. The requested information is for planning and market research purposes only and WILL NOT be publicly released. Not responding to this RFI does not preclude participation in any future Request for Proposals (RFP) or Request for Quote (RFQ), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. RESPONSE PREPARATION INSTRUCTIONS: Responses must be submitted via email to Tia Younger, YoungerTJ@state.gov. The deadline for the submission of responses to this RFI is 4:00 p.m. EST, Friday, December 2, 2022. All questions concerning this RFI must be submitted by sending an email to Ms. Tia Younger at YoungerTj@state.gov no later than 2:00 p.m. EST, Friday, November 25, 2022. Questions received after that date will not be answered, unless the Government determines the answer to the question imparts information material to Industry’s ability to respond to this RFI. Government response to questions will be posted. All Government responses to questions will be made available on www.sam.gov. No phone calls will be accepted. Do not submit any pricing information in response to this RFI. There is no commitment by the Government to issue a Request for Proposals (RFP) or a Request for Quotations (RFQ), make an award or awards, or to be responsible for any monies expended by industry responses to this RFI. The capability package must be complete and sufficiently detailed to allow the Government to determine the firm's qualifications to perform the defined work. Responses should be as complete and informative as possible. Generic capability statements will not be accepted or reviewed. DESCRIPTION OF INFORMATION REQUESTED Responses to this RFI should include the organization’s full name, headquarters location, number of employees, UEI number, CAGE code, and Small Business Socioeconomic status (i.e., WOSB, 8(a), SDVOSB, etc.). Responses should also include the point of contact, phone number, and point of contact e-mail address. Firms are invited to indicate their interests and capabilities by providing the following: Confirm that your company is interested and intends to submit a quote / bid / proposal when a solicitation is issued Brief Capability Statement Description of capabilities and a general approach for meeting the requirements Other specific and pertinent information as it pertains to this service (for example certifications, etc.) Federal Supply Schedule (FSS)/Government Wide Acquisition Contract (GWAC) Socioeconomic Classification chart is listed below, please identify which one applies to your company HUBZone SDVO WOSB 8(a) Small Business Firms interested in this requirement should submit a statement of interest and capabilities that is no more than ten pages in length, single-spaced, 12-point font minimum demonstrating ability to perform the requested requirement. Questions related to Equipment and Services: Does the firm have experience in performing efforts of similar size, scope, and complexity both in the United States and abroad within the last five years? Detail this experience in the Capability Statement. Government/Agency point of contact name, address, and contact information. Brief description of type of equipment and services provided. Indicate if your firm was a prime or subcontractor Contract numbers. Contract dollar value. Any terminations? For what cause(s). 2. Most the DoS Simultaneous Interpretation equipment is Brahler or Televic. Is the firm capable of delivering all the equipment and services listed in the RFI (see RFI Attachment A)? Insert a compliance matrix detailing the firm’s capability of meeting the equipment specifications. Alternative but equivalent equipment options may be considered based on availability and/or advancements in industry technology. Your capability statement must demonstrate that the proposed alternate equipment is compatible with existing DoS permanently installed and field equipment. 3. Can the firm provide knowledgeable staff in Washington, D.C. metropolitan area to meet the objectives of this RFI. Specifically, addressing that proposed staff have: Experience in the technical environment and range of tools comprising this requirement to include number of years associated with using, selling, repairing, or working with this equipment Technical personnel capable of repairing the existing interpretation and video assist systems installed at DoS and installation onsite. 4. Does the firm have a warehouse and technical staff Washington, D.C. metropolitan area able to respond to urgent requests for rental interpretation and video assist equipment and technical services within four hours, as well as a facility providing onsite service and in-shop repair. If yes, please provide details in the Capability Statement. 5. Does the firm intend to subcontract? If yes, detail the firm’s subcontracting procedure including potential subcontractors in the Capability Statement. 6. Does the firm have a world-wide network capable of providing interpretation and video assist equipment and technical support for interpretation associated with presidential travel, Secretary of State travel, or similar? These requests are usually short notice and responses must be received within 12 hours or less. Please provide details in the Capability Statement. Description of required services is below: BACKGROUND The Bureau of Administration, Office of Operations (OPR) manages a broad scope of diverse critical services to customers worldwide. These services are provided by seven offices which fall under the Office of Operations. The Office of General Services Management (GSM), Media Services Division (MS), Audiovisual Services Branch (AVB) provides a wide array of professional and support services to the DoS, including audiovisual services, simultaneous interpretation support and video production services. INTRODUCTION GSM is seeking professional multichannel equipment and services for simultaneous interpretation equipment for the Department of State. The equipment will be used at the highest levels of government and cosmetic appearance is therefore of paramount importance. Accordingly, all equipment and interpreter booths must conform to the aesthetics of the conference rooms. With the approval from the Contracting Officer, the Contractor shall provide equipment and services to other foreign affairs agencies as well as other Federal/State Government agencies. The contractor must have facilities and personnel located in the Washington, D.C. metropolitan area to facilitate permanent installations of the type and scope presently existing in the Department of State. The contractor shall maintain a qualified service organization located in the Washington, D.C. metropolitan area to support and maintain all equipment on a rental and/or permanent installation basis. The Contractor shall have a world-wide network capable of providing interpretation and video assist equipment and technical support for interpretation associated with presidential travel, Secretary of State travel, or similar. These requests are usually short notice and responses must be received within 12 hours or less. A Facilities Clearance at the Secret level is required at the time of proposal submission. DESCRIPTION OF EQUIPMENT SPECIFICATIONS AND SERVICES Equipment All equipment supplied must conform in model and type to the specifications set forth hereinafter and in the Statement of Work (SOW). Equipment must be interchangeable and compatible with existing "Field Equipment" and existing permanent installations. The equipment will be available in 110v/60hz. 220v/50hz., dual voltage models as listed in RFI Attachment A. The Contractor shall have equipment of the type specified available on a rental basis for the various meetings and conferences supported by the Audiovisual Services Branch. The rental equipment must be available domestically or internationally in any combination with or without technical and/or operating personnel. Equipment Description for Mobile Applications All equipment must have multiple voltage capabilities and proper plug connectors for power. The proper plugs for the countries require pins of different sizes and shapes. These models are the NW-1C for Europe, Middle East, and parts of Africa, Asia, and Caribbean. The NW-2C is used in Australia, New Zealand, Fiji and China. The NW-3C is for North America, South America, the Caribbean, and Japan. The NW-4C is for Great Britain and the NW-135C is for Africa, Hong Kong, Singapore and parts of Great Britain and Ireland. If multiple voltages are not available, then the equipment must be battery operational. All equipment shall be properly cased for transportation, to protect and secure all products. The equipment shall all be in good working order and must have backup available in case of failure. The equipment must have all necessary cables. All equipment and component shall be fully compatible with existing Department of State equipment. All equipment will be used at the highest levels of government and cosmetic appearance is therefore of paramount importance. Mobile Interpreter Booth Interpretation booths shall meet or exceed the ISO (International Standards Organization) standard 4043 for size and soundproofing. The Contractor shall also supply ventilation and lighting for each booth. The booth shall be in pristine condition and properly packed for shipping. The booths shall be Brahler model M83H or approved equal and fully compatible with existing Department of State equipment. Interpretation Consoles Interpretation consoles shall all be in good working order with backup available. The buttons shall all be labeled and designed for ease of use for the interpreters. They shall need to be able to determine the language channel they are interpreting into and the other channels where interpretation is present. There shall also be a relay switch for monitoring the other language channels and a microphone switch for on, off and mute. The consoles shall also have a display that indicates the language channels in a clear legible manner. The console shall also have an indicator for a peak sound to inform interpreters of high or dangerous decibel levels. All consoles shall also be equipped with at least one output for a headphone and at least one input for a microphone. Consoles shall be DDol MKII DIGIMIC Digital Interpreter Console, Lingua ID-MM Interpreter Desk Console or approved equal and fully compatible with existing Department of State equipment. Interpretation Headsets Interpretation headsets shall have the ability to plug into consoles and be clean and comfortable. Headsets shall be of highest audio quality, so interpreters are provided with the best possible sound. Headsets shall be able to rotate one of the ear cuffs. If boom microphone is attached to the headset, it shall be able to be worn on left or right side of headset. It must also be of a highest audio quality to produce the best possible sound for audio recording and interpretation. The interpretation headsets shall be Koss Porta Pro Headphones, Televic Conference HS15 Interpreter Headset or approved equal and fully compatible with existing Department of State equipment. Infrared Transmitter/Control Unit The units must have the ability to plug into the interpretation consoles either directly or by linking (daisy chaining). Extension cabling shall be supplied for each language channel. Transmitter shall also comply with requirements listed in section C.6.1. The control unit must have indictors for audio levels of each language being used with peak display or meters. Each language must have an individual isolated output for audio recording and press feeds. An output must also be available for the infrared emitters or signal out for delegate receivers. The transmitter shall be ICEN Brahler Infracom Infrared Transmitter, Televic Lingua T Infra-red transmitter or approved equal and fully compatible with existing Department of State equipment. Wireless Receiver The receivers shall be a portable unit with rechargeable batteries and up to thirty-two (32) channel capabilities. Receivers shall use either a light accepting diode or radio frequencies to be wireless. The batteries must be able to work continuously for forty (40) hours. Must have the ability for an output to a 3.5mm or mini headphone plug for a mono listening device. Must have a volume control for that output. Must have a channel selector to dial in languages. Must comply with requirements in section C.6.1. Light or radio frequency receivers must also have the ability to work either inside or outdoors, including direct sunlight or bright lighting with the exception of rain. Cases shall be available in counts of fifty (50). Each receiver must have an accompanying headphone. The receivers shall be Brahler Model IRX32, Lingua R6 IR Receiver or approved equal and fully compatible with existing Department of State equipment. Delegate Headphone Delegate headphones shall be lightweight and durable. They must have the ability to plug into wireless receivers and be clean and comfortable. Headphones shall be of standard or better audio quality, so delegates have a clear and perceptible sound. Headphones can be of either mono or dual earphone design. Both type inputs shall terminate into 600 ohms to a 3.5mm mono mini plug. Models shall be available with a sound cutoff when not in proper position. The delegate headphones shall be Brahler Model DH500, Televic TEL52 Lightweight stereo headphone or approved equal and fully compatible with existing Department of State equipment. Infrared Emitter/Radiator The infrared emitter/radiator shall be a high-power compact unit with a nominal output of 20 watts of emitting power. The unit shall employ the latest generation of high-power LED’s and be capable of transmitting 31 channels plus the original floor language. The unit shall be lightweight and come equipped with a tripod mounting bracket and pipe clamps. Wall, ceiling, and stand mounting brackets must be available as accessory items. Two looping BNC connectors shall permit looping of multiple emitter/radiators. The line voltage shall be 110/220-volt switch selectable. The emitter/radiator shall be a Brahler Model IRAD, Televic Lingua RAD_H or approved equal and fully compatible with existing Department of State equipment. Microphone Central Control Unit The microphone control unit shall be designed to support the Delegate and Chairman's microphones and the associated microphone management switchboard. The unit shall have output connections for simultaneous interpretation transmitters, public address, and tape recorders. The power supply shall be Brahler Model DCENT, Televic Plixus MME Plixus Multimedia Engine or approved equal and fully compatible with existing Department of State equipment. Microphone Control Software The microphone switchboard shall be a microprocessor-based management system designed to remotely control the on/off status up to 2000 microphones. The unit shall have switch selectable modes for auto, manual, and priority operations, and a self-test routine that activates upon powering up. The microphone switchboard shall be Windows software based and be Brahler OS Single Conference Suite, Televic Confero CoCon Discussion Software or approved equal and fully compatible with existing Department of State equipment. Delegate Microphone The delegate microphone shall be designed for conferences and meetings that require multiple microphones that connect to one another in a daisy chair fashion using a single cable. Each unit shall be equipped with an on-board loudspeaker that shall provide sound re-enforcement for the delegates. The congress unit shall be resistant to RF/GSM interference from cell phones. The microphone shall be equipped with a bright red ring that illuminates when the microphone is activated. The delegate microphone shall be Brahler OS 05.1630 P1490 ECMic32 lean lead+ CSV Delegate Unit, Televic Confidea T-D21 Wired Dual Interpretation Delegate Unit or approved equal and fully compatible with existing Department of State equipment. Chairman’s Microphone The chairman’s microphone shall be similar to the delegate microphone in all respects; however, this unit shall have a priority push button. The chairman’s microphone shall be Brahler OS 05.1630 P1492 ECMic32 lean lead+ CSV Chairman Unit, Televic Confidea T-CI Wired Tabletop Chairman Unit or approved equal and fully compatible with existing Department of State equipment. Press Mult Box The Contractor shall provide passive press mult boxes to distribute one line level input to 24 mic level outputs for the press to receive, record and / or transmit the audio from the floor or a specified language channel. The Press Box shall be Whirlwind Press Box 24 or approved equal and fully compatible with existing Department of State equipment. Distribution Amplifier The Contractor shall provide device used to transmit audio signals to broadcast facilities and White House Communications. The distribution amplifiers shall be an ATI DA412 XLR Encore Series or approved equal and fully compatible with existing Department of State equipment. Wireless Microphones The Contractor shall provide wireless microphones and receivers that are frequency agile and can be handheld or used on the lapel as specified by the COR. The wireless microphone shall be two Digital Wireless Microphone System QLX-D with Beta 87A Condenser Microphone (Band L50) or approved equal and fully compatible with existing Department of State equipment. Audio Recording The Contractor shall provide audio recording services to record on standard media of proceedings from the floor, or from a specified language channel. The audio recorder shall be the 788T-SSD, portable, eight input, twelve-track recorder with timecode or approved equal and fully compatible with existing Department of State equipment. Video Assist The Contractor shall provide assemblage, which shall include a video switcher, four video cameras, a video distribution amplifier and video monitors. The video switcher shall be the Sony AWS750, the video cameras shall be the Panasonic AW-UE150 20x Optical Zoom Robotic Cameras and the video monitors shall be Sony LMD-A240 Production Monitor or approved equal and fully compatible with existing Department of State equipment. 2. Remote Simultaneous Interpretation Services The Contractor shall provide remote simultaneous interpreting (RSI) and hybrid technical services. The Contractor shall develop customized solutions for remote and hybrid services that focus on audio and video signal flow management that limits connection point vulnerabilities and overall risk and allows for use of and integration with the DoS Video Teleconferencing (VTC) platforms and simultaneous interpretation audio and video hardware configurations, while providing the best available working conditions for interpreters. The Contractor shall be offer new technology solutions as they become available and best meet the requirements and approval of the DoS. The Contractor shall offer smart equipment integrations for existing DoS equipment: Brahler VANS- and OS systems, and Televic Lingua, and Televic Confidea, or equivalent hardware agnostic smart integrations, software integrations for commercially available VTC platforms, and a stand-alone platform. Platforms should be configurable for specific needs of the DoS. Hybrid and hub configurations shall be compliant with ISO 20109 Interpreting Equipment and ISO 4043 Mobile Booths and industry best practices to the extent practical. The Contractor shall inform the DoS of best practices, recommendations, and requirements for to ensure optimal technical performance of a given solution. The Contractor shall provide RSI/Hybrid technicians with audio networking certification of Dante Level 3 or equivalent, training and experience on a variety of VTC platforms, RSI platforms, i.e., Interprefy and Interactio, as well as DOS owned/ generally available SI hardware. 3. Technical Services The Contractor shall provide qualified technicians to install and/or operate vendor or State Department owned equipment. Contractor must make technicians available in the Washington DC metropolitan area at short notice, usually within 24 hours. Technicians shall be factory-trained and have installation and/or operations experience with existing Department of State equipment and all of the simultaneous interpretation and conference equipment covered in this contract, as well as experience with operation of standard conference audio-video equipment. For conferences held at Department of State, the White House, or upon specific request, Contractor shall provide technical staff with Secret-level clearance from the DoS. Contractor must also have received a final DoS facility clearance for Contractor’s place of business. 4. Maintenance Services The Contractor shall maintain in-shop repair and maintenance services with qualified, factory-trained technicians in the Washington, D.C. metropolitan area to respond to service calls within a 24-hour period. 5. Replacement Parts Availability The Contractor shall guarantee that replacement parts for equipment in this contract shall be available for the system life of the equipment. The Contractor shall notify the Government 180 days before the end of the system's life as to the continuing availability of parts subsequent to this period. If parts will no longer be available from the Contractor, then the Government may require the Contractor to furnish any available data to assist the Government to obtain such parts from another source.
19AQMM23N0007 Department of State Office of Acquisition Management
11/17/22, 7:12 PM