Digital Signage RFI.pdf

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OFFICE OF ADMINISTRATION (OA)

999 DIGITAL SIGNAGE AND CONTENT MANAGEMENT SYSTEM

This Request for Information (RFI) is the initiation of market research under Federal Acquisition Regulation (FAR) Part

10. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This announcement does not constitute an Invitation for Bids (IFB), Request for Quote (RFQ), or Request for Proposal (RFP), and it should not be construed as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract. Responses to this notice may not be accepted as offers.

The Government anticipates the applicable North American Industry Classification System (NAICS) codes assigned to these services to be 541430 – Graphic Design Services. However, the Government is open to industry input on a more appropriate NAICS code. The anticipated contract type is Time & Material. Contractors should ensure that they are properly registered in the Government’s System for Award Management at SAM.gov.

BACKGROUND

The Department of Justice’s, Office of Justice Programs (OJP) headquartered at 810 7th St NW Washington D.C. has acquired a new lease at 999 N. Capitol Street Washington D.C. The new office space will consist of approximately 138,000 usable square feet (USF) distributed across the 5th through 9th floors, with the 9th floor being partially occupied by OJP. The tenant build-out of the new space shall start in September 2023, with occupancy expected in late summer of 2024. OJP intends to deploy a cloud-based digital signage system and install and configure wall mounted digital displays and touch screen displays for lobby areas, digital podiums for large event rooms, and interactive mobile digital display units that can be repositioned in the building when necessary. Software shall be required for these displays and other displays provided under OJP’s Audio-Visual Statement of Work.

Applicable Documents

• AV Digital Displays.pdf

• DOJ-Cybersecurity-Standard-NIST-800-53-Rev5_Final.xlsx

• DOJ-Cybersecurity-Standard-NIST-800-53-Rev5_Final PE View.xlsx

• OCIO 017 Policy Statement Physical Access and Environmental Protection Control V3.3.pdf

• OCIO 062 Security and Privacy Assessment and Authorization SOP v2.3 Signed.pdf

• OCIO 076 Wireless Access Policy v1.3.pdf

• OCIO 089 Routine System Maintenance Policy v1.2.1.pdf

• OCIO 103 Patch Management Policy v1.1.pdf

SCOPE

OJP seeks a Contractor to provide all personnel, materials, software, and hardware necessary to provide a cloud-based digital signage system by acquiring, installing, configuring, and providing technical support for an enterprise-level digital signage implementation that displays vital information to internal employees and external audiences, keeps the community informed by displaying recent announcements, and engages audiences with targeted messaging using dynamic digital signage. The digital signage must have support for common Windows supported file-types, high-definition video, artwork, and displaying multimedia. The digital signage must include some interactive mobile digital displays that can be repositioned as desired throughout the building and digital podiums for displaying dynamic content in large event conference rooms.

OJP seeks a Contractor to implement a cloud-based digital signage system with interactive wayfinding technology to direct internal employees and external audiences to key areas on each OJP occupied floor including conference rooms, collaboration areas, break rooms, wellness rooms, support spaces, storage rooms, filing areas and exits.

OJP seeks a Contractor to integrate the cloud-based digital signage system with all digital signage equipment types (wall mounted, podium, interactive mobile) including the 14 digital signs that will be installed by the General Contractor and Audio-Visual Contractor.

OJP seeks a multi-year service contract for preventative maintenance, backup and recovery services, technical support, and onsite issue resolution for one (1) base year with two 12 month Option Periods.

TASKS

Installation Tasks:

1. The Contractor shall collaborate closely with the general contractor, OJP’s IT team, and other crucial stakeholders.

2. The Contractor shall conduct or participate in regular meetings for updates, resolving potential issues, and alignment on objectives.

3. The Contractor shall secure necessary permissions and ensure all activities align with building and IT protocols.

4. The Contractor shall undertake an initial building walkthrough.

5. The Contractor shall assess current building conditions and placements of the 14 General Contractor/Audio Visual

Contractor installed digital signs.

6. The Contractor shall develop a plan for integrating General Contractor/Audio Visual Contractor installed digital signage with the cloud-based digital signage system.

7. The Contractor shall determine potential locations and types for new wall mounted digital signage including wall mounted, podium, interactive mobile.

8. The Contractor shall identify necessary software/hardware enhancements.

9. The Contractor shall source and procure new digital signs (wall mounted, podium, interactive mobile) based on the site assessment.

10. The Contractor shall secure any supplemental hardware necessary for the integration process.

11. The Contractor shall handle the physical installation of new signs (wall mounted, podium, interactive mobile).

12. The Contractor integrate all digital signage (wall mounted, podium, interactive mobile) with the cloud-based digital signage system.

13. The Contractor shall conduct tests on connectivity and functionality after integration.

14. The Contractor shall thoroughly test the cloud-based digital signage system’s functionalities, network access, and user role access.

15. The Contractor shall conduct quality assurance tests on all digital signs.

16. Contractor shall develop OJP’s Digital Content Strategy and design relevant content templates.

17. The Contractor shall generate initial content for digital signage, including wayfinding directions.

18. The Contractor shall organize training sessions for content management personnel.

19. The Contractor shall provide step-by-step tutorials on the digital signage system’s functionalities.

20. The Contractor shall generate detailed System Design Document that includes As-built CAD drawings.

21. The Contractor shall review and amend CAD drawings as necessary.

22. The Contractor shall perform a thorough review of all installations and integrations with the Government.

23. The Contractor shall collect and act on feedback for continuous improvements.

Cyber Security Tasks:

24. The Contractor shall provide a cloud-based digital signage system that adheres to applicable NIST and FIPS security controls.

25. For cloud-based solutions, the Contractor shall provide Software-As-A-Service, Platform-As-A-Service, and

Infrastructure-As-A-Service solutions that are FedRAMP certified.

26. The Contractor shall provide security documentation for applicable NIST and FIPS security controls.

27. The Contractor shall provide support for network scans of the cloud-based digital signage system and implement security fixes as prescribed by OJP’s OCIO.

28. The Contractor shall perform all required and assigned tasks in accordance with government standard operating procedures. OJP policies and procedures that are currently applicable to this statement of work are listed below. The current version of these documents will be made available, in digital format, upon request,

• OCIO 076 Wireless Access Policy v1.3

• OCIO 089 Routine System Maintenance Policy v1.2.1

• OCIO 103 Patch Management Policy v1.1

• OCIO 017 Policy Statement Physical Access and Environmental Protection Control V3.3

• OCIO 062 Security and Privacy Assessment and Authorization SOP v2.3

29. The Contractor shall implement requirements and security controls in accordance with OCIO’s security control matrix,

• Unclassified Security Control Matrix

May 2022 (Excel | 350KB) - Revision 5 Details the NIST SP 800-53 Revision 5 and DOJ-specific security controls for unclassified information and information technology (IT) systems.

Maintenance and Support Tasks:

30. The Contractor shall provide onsite bi-annual preventative maintenance for the digital signage system.

31. The Contractor shall assess and record the condition of wiring and hardware components of the digital signage system bi- annually by performing a comprehensive check of all hardware functionality.

32. The Contractor shall test viability of system backups on a yearly basis.

33. The Contractor shall come onsite, triage issues and implement fixes on digital signage equipment damaged by any party.

34. The Contractor shall come onsite, triage issues and implement fixes so that the digital signage system is restored to normal operations when there are hardware failures or software corruptions affecting the systems or hardware components.

DELIVERABLES

The Contractor shall provide a detailed project plan and timeline that will be due within 30 days of award, which will identify required process steps/objectives, owners, collaborators, individual timeframes associated for the step, etc., and any other pertinent details relevant to the solution. Government reserves the right to prioritize the order in which the deliverables are begun and adopted, or otherwise phase in the deliverables. All deliverables should be provided in an electronic format agreed by the vendor and OJP that is based on standards/platforms that are readily available to both parties (such as MS-Office, AutoDesk), supports editing, search, version control and integration with OJP Change Management DataBase.

https://doj365.sharepoint.us/sites/OJP-OCIO/PSOP/OJP%20OCIO%20IT%20Policies/OCIO%20076%20Wireless%20Access%20Policy%20v1.3.pdf https://doj365.sharepoint.us/sites/OJP-OCIO/PSOP/OJP%20OCIO%20IT%20Policies/OCIO%20089%20Routine%20System%20Maintenance%20Policy%20v1.2.1.pdf https://doj365.sharepoint.us/sites/OJP-OCIO/PSOP/OJP%20OCIO%20IT%20Policies/OCIO%20103%20Patch%20Management%20Policy%20v1.1.pdf https://doj365.sharepoint.us/sites/OJP-OCIO/PSOP/OJP%20OCIO%20Standard%20Operating%20Procedures/OCIO%20017%20Policy%20Statement%20Physical%20Access%20and%20Environmental%20Protection%20Control%20V3.3.pdf https://dojnet.doj.gov/jmd/ocio/ocio-document_library/cs/2-DOJ_Policy_Instruction/DOJ-Cybersecurity-Standard-NIST-800-53-Rev5_Final.xlsx

Task. No. Deliverable Schedule Delivery Location

4.1 Project Plan Provide OJP a Project Plan

for project tasks and activities

Within 10 days after award 810 7th Street, NW Washington, DC

4.2 System Design Provide OJP a System

Design document that includes CAD drawings and technical specifications for the new system

Within 30 days after award 810 7th Street, NW Washington, DC

4.3 Bill of Materials Provide OJP a Bill of

Materials for equipment the contractor intends to install to meet the terms and conditions of the contract.

Within 45 days after award 810 7th Street, NW Washington, DC

4.4 Implementation of

system installation

Implementation of OJP approved System Design

Within 180 days after award 999 N. Capitol Street

NE,

Washington, DC

4.5 System Maintenance Provide bi-annual

preventative maintenance and onsite ad-hoc issue resolution

Upon delivery of approved implementation of digital signage systems

999 N. Capitol Street

NE,

Washington, DC

4.6 System Security Plan Provide OJP a System

Security Plan document for applicable NIST and FIPS security controls.

Upon delivery of approved implementation of digital signage system

999 N. Capitol Street

NE,

Washington, DC

4.7 Content Delivery

Strategy and Templates

Provide OJP a Content Delivery Strategy document and digital signage templates.

Upon delivery of approved implementation of digital signage systems

999 N. Capitol Street

NE,

Washington, DC

4.8 Step-by-Step Tutorials Provide OJP step-by-step

tutorials for digital signage system’s functionalities.

Upon delivery of approved implementation of digital signage systems

999 N. Capitol Street

NE,

Washington, DC

Information Submission Instructions

In addition to addressing the items above, the response should also include the following information:

1) Vendor’s name, address, points-of-contact information, website, DUNS, and cage code

2) Vendor’s current business designation and socioeconomic status

3) Vendor’s government-wide contracting vehicles (i.e., GSA Schedule Contract, OASIS, etc.)

4) Vendor’s tailored capability statements explaining the complexity and amount of effort expected of this task and addressing the tasking areas of this requirement, with appropriate documentation supporting claims of organizational and staff capability

5) Vendor’s Past Performance—Provide a list of three previous contracts where similar services were provided in the last 3 years. Provide customer/Government Agency contact information where these services were provided, including contract number (if applicable), period of performance, total contract value, contracting officer contact (telephone number and email address), and contract program manager contact (telephone number and email address).

All responses to this RFI must be submitted electronically (via e-mail) to Ms. Jessica Williams, Contract Specialist, at Jessica.Williams6@usdoj.gov.

The response to this notice is limited to 10 single-sided pages (including all attachments, charts, etc.). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point-of-entry site for further information. Your firm’s response to this RFI is appreciated.

Submission Time and Date

Responses to the information provided above are due no later than Wednesday, January 10, 2024, at 12:00 PM Eastern Time. Responses received after this date and time may not be considered.

Disclaimer and Important Notes

This RFI is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that their response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation MAY be published. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings, and may not answer any questions posed. No phone solicitations or email with regards to the status of a solicitation will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

The Government will not pay for the preparation of any information submitted. As a result of this notice, the Government MAY issue a solicitation. There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this RFI or the Government’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Confidentiality

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Primary Point of Contact

Please address any questions via email to Ms. Jessica Williams, Contracts Specialist, at Jessica.Williams6@usdoj.gov.