Upgrade and Renovation of Three Conference Rooms at the Integrated Research Facility (IRF) at Fort Detrick in Frederick, Maryland
OVERVIEW This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation document will not be issued. Submit quotes on RFQ-RML-1948603. This solicitation is a Request for Quote (RFQ). The solicitation documents and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular (FAC) 2019-02 effective May 6, 2019. The associated North American Industry Classification System (NAICS) code for this procurement is 334310 Audio and Video Equipment Manufacturing with a small business size standard of 750 employees. This acquisition will be processed under Simplified Acquisition Procedures, FAR Part 13 (Subpart 13.5 Simplified Procedures for Certain Commercial Items) and is not a total small business set aside. The Government anticipates making a single award Firm Fixed Price purchase order. STATEMENT OF NEED The National Institute of Allergy and Infectious Diseases (NIAID) requires immediate assistance in providing tee (3) complete, operational turnkey audio-visual and videoconferencing systems at the NIAID Integrated Research Facility (IRF) located at 8200 Research Plaza at Fort Detrick in Frederick, Maryland. The goal of this work is to upgrade all outdated equipment in these rooms and standardize the design and capabilities of conference rooms across NIAID as outlined in Attachment A - Statement of Work (SOW). The rooms consist of one small separate conference room (1B-102) and two larger divisible conference rooms (1B-103 and 1B-104). All tee conference rooms shall primarily function as independent, standalone (non-interdependent) systems. However, the two larger rooms shall have a limited audio combining feature for larger meetings and video teleconferencing (VTC). These new conference room systems will also be integrated into the existing NIAID Crestron Fusion server to facilitate remote management and monitoring of these spaces. A list of the requested products is provided in Attachment B - Bill of Materials (BOM). Items designated "BRAND NAME ONLY. DO NOT SUBSTITUTE!" will be Brand Name specified items only. Government Furnished Equipment is identified in the BOM and SOW. Competition is restricted to offerors that are authorized resellers to provide the requested brand name products and proposed solution. A brand name justification is attached. PERIOD OF PERFORMANCE The Government estimates total period of performance is from award date of June 27, 2019 tough June 26, 2020. PLACE OF PERFORMANCE Integrated Research Facility at Fort Detrick 8200 Research Plaza Frederick, MD 21702 SITE VISIT There will be a site visit for prospective offerors on June 11, 2019, 10:00 am - 12:00 pm EST for the NIAID IRF conference rooms. The NIAID IRF is a secure facility and this will be the only opportunity to visit the site prior to the award. PRE-REGISTRATION IS REQUIRED. The site visit will be at the performance location at the IRF- Fort Detrick in Frederick, Maryland. Contractors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the price of contract performance. All attendees must pre-register for the site visit no later than Tuesday, June 4, 2019, 12:00 PM EST by emailing attendee's names and company affiliation to Tamara McDermott at tamara.mcdermott@nih.gov. Because of space and security restrictions limitations, each prospective offeror shall be limited to a maximum of two representatives per offeror. Directions, security requirements, and parking information will be furnished with registration confirmation. It is recommended that attendees arrive at least 45 minutes prior to event to allow for parking, security screening, and check-in. Attendance at the site visit is highly recommended; however, attendance is not a prerequisite for quote submission and will not be considered a factor in evaluation of quotes. INSTRUCTIONS All interested vendors shall provide a quote for the requirement as outlined in the SOW and BOM. The Government may evaluate only those quotes that fully meet the requirements as outlined in the SOW and BOM and respond to the instructions and requirements below. Offerors are required to submit both a technical quote (Volume 1) and a price quote (Volume 2) to Government officials for the purposes of assuring that the prospective Contractor is fully cognizant of the scope of this contract and has the capability to complete with all requirements. Failure to furnish a full and complete quote as instructed may result in the Offeror's response being considered non-responsive to the material terms of the solicitation and will therefore be eliminated from further consideration and award. A. Volume 1 - Technical Quote: No price information is to be included in this volume. Offerors shall provide sufficient technical documentation to allow for thorough evaluation of their quote. Offerors shall address the following evaluation factors within Volume 1: technical quality, proximity, and past performance. Quotes which merely offer to comply with the requirements of the SOW will not be eligible for evaluation. Volume 1 shall not exceed 35 pages (excluding Cover page, Table of Contents, Appendices, and Resumes). This volume shall include but is not limited to the following: 1) Experience in the provision of systems similar in complexity: Documentation demonstrating the criteria listed in Attachment C - Vendor Qualifications. 2) Personnel Qualifications: Resumes of all proposed key personnel. Reference Attachment D - Key Personnel Requirements. The page count for each resume shall not exceed tee (3) pages and must document certifications, education/training, and experience. 3) Certifications & Authorized Dealer Status: Documentation and evidence showing the Prime Contractor is the holder of all applicable certifications and is an authorized dealer for the requested equipment and proposed solution. Reference Attachment C - Vendor Qualifications. 4) Past Performance: Provide a list of tee references with locations, names of contacts, contact phone information, brief system descriptions, and dollar amounts for each reference. References shall be for projects performed as the Prime Contractor. Reference shall be no more than five years old and be of similar size, type and complexity as set forth. Offeror may provide information on problems encountered on the contract(s) and corrective actions taken to resolve those problems - shall not exceed tee pages in length. The following submission items are required. The Government's objective is to determine the vendor's capabilities, understanding of the requirement, and ability to provide acceptable deliverable documentation. (Please submit all documents in PDF format.) 1) System Function Narrative 2) Initial Project Schedule/Timeline 3) Sample: AV Floor Plan Drawing 4) Sample: AV Reflected Ceiling Plan Drawing 5) Sample: Rack Elevation Drawing 6) Sample: HDBaseT Build-To Drawing 7) Sample: Audio Build-To Drawing 8) Sample: Control Build-To-Drawing 9) Crestron DMC-E engineering certificate for designated DM engineer 10) Biamp Tesira programming certificate for designated audio engineer B. Volume 2 - Price Quote: Your price quote shall be a separate volume from your technical quote. The price quote is to be submitted as a Firm Fixed Price (FFP) quote. All quotes must be valid for a period of 60 days. Price quotes shall include the following: 1) Offerors shall provide a detailed price sheet(s) with fixed unit and extended prices (when applicable) for all equipment and services as described in the SOW and BOM. 2) Pricing shall be provided in the exact order as listed in the BOM for evaluation purposes. 3) As applicable, each quote shall include separate lines for labor, professional services, and equipment. 4) Provide a detailed equipment list in Microsoft Excel format showing Item Number, Item Description, Manufacturer, Part Number, Quantity, and Price. 5) NIAID's proposed Contract Line Items Numbers (CLINS) are provided in the table below. Offerors shall provide pricing for all CLINS. C. CLINS CLIN Description 001 IRF Conference Room 1B-102 002 IRF Conference Room 1B-103 003 IRF Conference Room 1B-104 PRODUCT SUBSTITUTIONS Substitutions of equipment (especially specialty electronics and non-commodity goods) are not encouraged by the Government. In many cases, the designated equipment has been tested and vetted by NIAID. In other cases, this gear has been widely deployed across the NIAID AV enterprise. However, certain products on the list of materials for this project are eligible for proposed substitutions by the vendor, subject to the following criteria: A. No product designated as "Brand Name Only" on the Bill of Materials is eligible for substitution. B. Any proposed substitutions shall be equivalent (or better) in functions, features, performance, compatibility, physical form factor, and warranty when compared to the original Government-specified equipment. C. Any proposed substitutions shall not necessitate substantial re-design of the Government's Baseline Design specifications. D. The vendor shall not substitute multiple items to perform the equivalent function of a single unit of the original Government-specified equipment. E. The specification of the proposed substitution shall conform to the NIAID Standards & Workmanship guidelines for performance, safety, and regulatory compliance. (See SOW Appendix B.) F. The vendor shall submit the manufacturer's specification for any proposed substitution to any piece of original Government-specified equipment. Furthermore, the Government may request additional manufacturer engineering and design documentation from the vendor for performance verification purposes. G. All proposed substitutions shall be clearly identified in the Pricing Volume and equipment list. H. The Government reserves the right to reject any proposed substitution that does not fully meet these requirements. ALTERNATIVE DESIGN PROPOSALS The vendor may propose changes that add value to the design without detracting from its standardization, or functionality. These proposed changes should be posed during the question and answer period for Government response. ASSUMPTIONS AND CONSTRAINTS The Government's assumptions and constraints are contained in the following: A. Attachment A - Statement of Work (SOW) B. Attachment B - Bill of Materials (BOM) C. Attachment C -Vendor Qualifications D. Attachment D - Key Personnel Requirements SECTION 508 Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for the following program need: "Video Teleconferencing System." Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). Functional performance criteria from 36 CFR part 1194 Subpart C have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those functional performance criteria identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Solicitation respondents will describe how the information, documentation, and support proposed for Electronic and Information Technology (EIT) deliverables meet at least those information, documentation, and support requirements identified as applicable in the attached Government Product/Service Accessibility Template (GPAT). EVALUATION The Government will award a contract resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes: technical quality, proximity, past performance, and price. Only quotes that are deemed to be technical acceptable will be evaluated for proximity, past performance, and price. All factors for consideration are subject to verification by the Government. The Government's objective is to obtain the highest technical quality necessary to achieve the project objectives with a reasonable price. Technical quality, proximity, and past performance non-price factors, when combined, are considered more important when compared to price. In the event quotes are evaluated as technically equal in non-price factors, price will become a major consideration in selecting the successful offeror. Responses to the solicitation may only be considered for award after it has been determined that the quote adequately addresses the requirements for Section 508. SPECIAL NOTICE TO OFFERORS Offerors are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation. DISCUSSIONS The Government intends to award without discussions but reserves the right to conduct discussions should it be deemed in the Government's best interest. QUESTIONS If you have questions regarding this requirement, please submit inquires immediately, but no later than Wednesday, June 12, 2019, 5:00 PM EST, via email to the Contract Specialist, Tamara McDermott at tamara.mcdermott@nih.gov. The Government will issue an amendment to the RFQ responding to all questions, if needed. SUBMISSION INFORMATION Quotes must be submitted via email to the Contract Specialist, Tamara McDermott, at tamara.mcdermott@nih.gov on or before Thursday, June 20, 2019, 5:00 PM EST. All or part of the successful offeror's quote may be incorporated in any contract resulting from this solicitation. The successful offeror's quote may be incorporated by reference. By submission of a quote, the offeror acknowledges the requirement that a prospective awardee shall be registered in the System for Award Management (SAM) https://www.sam.gov/portal/public/SAM/ prior to award, during performance, and tough final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. [Note: Lack of registration in the SAM will make an offeror ineligible for award]. APPLICABLE CLAUSES AND PROVISIONS See Attachment - Clauses and Provisions. RFQ-RML-1948603 Department of Health and Human Services National Institutes of Health
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