030ADV25R0025 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 19

0001 04-16-2025

Contracts and Grants Directorate Library of Congress

101 Independence Ave. SE LA 325 Washington DC 20540-9411

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

To all Offerors/Bidders

030ADV25R0025

X

X X

See CONTINUATION Page

New Submission Deadline: 05-02-2025 5:00PM EDT

Robinson, James

BLOCK 14 ADDENDUM

The purpose of this Amendment is to:

Update the Statement of Work to change the requirements that the installation and configuration of the Machine Control Router is elective work and highly encouraged to be included as part of the contractor's proposal, see Section C for further details.

Add Optional CLINs -0004, -0006, -0008, and -0010, to include the option to install and configure elective work for the Machine Control Router and its respective warranties coverages, see section B for further details.

Update language in LC52.215-1 the proposal submission instructions to include additional instructions for the installation and configuration of elective work for the Machine Control Router, see Section L for further details.

Update language in LC52.215-2 Evaluation to include additional evaluation criteria for the elective work for the installation and configuration of the Machine Control Router, see Section M for further details.

To extend the solicitation submission deadline from 04/25/2025 to 05/02/2025 by 5:00PM.

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 LOT _______________

NAVCC Router Machine Control, Integration and Commissioning (Router Control System Hardware) Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0002 1.00 LOT _______________

NAVCC Router Machine Control, Integration and Commissioning (Analog to Digital Conversion Hardware) Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0003 1.00 LOT _______________

NAVCC Router Machine Control, Integration and Commissioning (Systems Integration Services & Supplies) Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0004 1.00 LOT _______________

Optional: Installation and configuration of Machine Control Router "Elective Work" Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0005 1.00 YEAR _______________

One Year Warranty The first-year warranty will start upon deployment into production and will remain valid for a full year and will be "Not Separately Priced" (NSP).

Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0006 1.00 YEAR _______________

Optional: One Year Warranty for Machine Control Router "Elective Work" The first-year warranty will start upon deployment into production and will remain valid for a full year and will be "Not Separately Priced" (NSP).

Contract Period: Base POP Begin: 06-30-2025 POP End: 06-29-2026

0007 1.00 YEAR _______________

One Year Warranty The second-year warranty dates will be adjusted based on deployment to production date.

Contract Period: Option 1 POP Begin: 06-30-2026 POP End: 06-29-2027

0008 1.00 YEAR _______________

Optional: One Year Warranty for Machine Control Router "Elective Work" The second-year warranty dates will be adjusted based on deployment to production date.

Contract Period: Option 1 POP Begin: 06-30-2026 POP End: 06-29-2027

0009 1.00 YEAR _______________

One Year Warranty

The third-year warranty dates will be adjusted based on deployment to production date.

Contract Period: Option 2 POP Begin: 06-30-2027 POP End: 06-29-2028

0010 1.00 YEAR _______________

Optional: One Year Warranty for Machine Control Router "Elective Work" The third-year warranty dates will be adjusted based on deployment to production date.

Contract Period: Option 2 POP Begin: 06-30-2027 POP End: 06-29-2028

GRAND TOTAL _______________

A.2 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY DELIVERY DATE

0001 1.00 06-29-2026

0002 1.00 06-29-2026

0003 1.00 06-29-2026

0004 1.00 06-29-2026

0005 1.00 06-29-2026

0006 1.00 06-29-2026

0007 1.00 06-29-2027

0008 1.00 06-29-2027

0009 1.00 06-29-2028

0010 1.00 06-29-2028

030ADV25R0025 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. STATEMENT OF WORK

C.1 BACKGROUND/OVERVIEW

The National Audio-Visual Conservation Center (NAVCC) unit of the Library of Congress (LOC) acquires, preserves, and provides access to the world’s largest collection of films, television and radio broadcasts, videos, and sound recordings. The NAVCC is an audiovisual preservation and digitization facility located on the Packard Campus in Culpeper, VA. The campus contains a 415,000-square-foot facility which houses an audiovisual digitization laboratory, a film preservation laboratory, physical storage for all types of audio-visual media (including vaults for nitrate film), multi-petabyte-capacity data center for storage of digital files, screening and listening rooms, a large theater, an audio listening theater, and workspace to support the NAVCC’s programs and operations.

The Video Lab at the NAVCC is tasked with the digitization of multiple tape and disc formats of analog and digital video.

It was designed and built to substantially emulate a video production facility and uses the Grass Valley N-Vision 9000 series video routing system to connect sources to their destination video encoders. The Grass Valley N-Vision 9000 Series is a high-performance video routing system used in broadcast and production environments to manage and distribute video and audio signals efficiently. It’s designed for large-scale operations, where reliable and flexible signal routing is crucial.

C.2 SCOPE

The Contractor shall provide system integration services for the Router Systems Integration (SI) Machine in the Video Lab at NAVCC. This scope includes labor, technical documentation, and all required installation materials, such as jack fields and cables. Additionally, the Contractor shall implement video monitoring services, video distribution, and digital conversion to ensure seamless system functionality. A one-year hardware warranty shall be provided to guarantee reliability and performance.

C.3 REQUIREMENTS The Contractor shall provide hardware and systems integration services to accomplish the following:

1. Machine Control:

1. The Contractor is required to perform the work listed below:

a. The Contractor shall supply and install RS-422 jack fields to pre-wire the full 128 Port Machine Control Router.

b. The initial build shall have 32 controlling devices and 41 VTR’s

2. The Contractor is encouraged to perform elective work listed below as part of their proposal:

a. The Contractor is encouraged to install and configure the G.F.E. NVision NV3128 128 Port Machine

Control Router which is supplied by the Government. While installation and configuration of the Machine Control Router is listed as elective work requirement, the Library strongly encourages contractors to include and perform this as part of their proposal.

b. The Contractor is encouraged to install Qty -2 EC9426 EIA-485 card for NV9000 (FR0040-4X) and EC9422 Y cable to GFE Main and backup NVision N9000 System Controllers and the control cabling to NV3128, see Section C.5 for list of GFE. While installation and configuration of the NVision N9000 system controls is listed as an elective work requirement, the Library strongly encourages contractors to include and perform this as part of their proposal.

c. Programming of main and backup NVision NV9000 System Controllers shall support additional machine control level, input and output tables, tables for controlling and VTR devices and VTR mapping with SDI

Router level. The programming and support shall be included if elective work is included as part of the contractor’s proposal.

2. Video Router:

1. Cabling –

a. The Contractor shall provide a new video router cabling to GFE NVision 8576 HD/SD SDI Router to include the following:

i. 16 outputs from Router to feed new encoders

ii. 36 inputs from GFE SDI VTR’s

iii. 36 inputs from A to Ds from Analog VTR’s

iv. 16 Router inputs from HD/SDI-SDI outputs of new encoders

2. The Systems Integration (SI) shall include the following:

a. Programming of main and backup NVision NV9000 System Controllers shall support all new devices.

3. Additional Hardware:

a. The Contractor shall provide Qty-36 (Ensemble Designs BrightEye 25 HD/SD & Analog Audio Embedder) or the functional equivalent Analog-to-Digital Video Converter.

4. Kaleido Multiviewer:

a. The Contractor shall provide design and systems integration services for the installation of a Multiviewer system with 64 inputs and 8 outputs.

b. The Contractor shall include the installation of distribution amplification and wiring from the existing video router, the configuration and programming of the Multiviewer system, and the installation of Multiviewer displays in the Video Lab and selected office spaces, for a total of 8 locations.

5. Hardware:

a. The GVG Kaleido MX 64 system shall be able to amplify and distribute signals from 64 router inputs.

Distribution amplifiers take one input and have multiple outputs so that the source can be utilized by multiple destinations – in this case the router and Multiviewer have to be fed with a single source. Thus, that source needs to go through a distribution amplifier so that we can have multiple outputs.

6. Additional Service Requirements:

a. The Contractor shall include the installation of all equipment mentioned above, including any elective work that is included as part of the contractor’s proposal.

b. The Contractor shall provide all necessary documentation and drawings for the installation equipment.

c. The Contractor shall conduct testing of installed equipment and hardware to ensure full functional.

Please see Attachment J2 – Machine Control Router Functional 2023 Rev-G, Attachment J3 – Machine Control Router Functional 2023 Rev-F and Attachment J4 – Equipment list for reference and quantities.

The Contractor shall provide the additional following:

3. Project Management Plan (PMP):

1. The Contractor shall deliver and manage a comprehensive Project Management Plan (PMP) that complies with

“The Standard for Project Management” (ANSI/PMI 99-001-2021), a standard guide published by the Project Management Institute (PMI) specifically related to project management practices.

2. The Library shall reference the latest version of the PMBOK Guide 7th Edition (Project Management Body of Knowledge), as published by PMI, when assessing whether the PMP adequately addresses the planning-performance domain, the project work-performance domain, and the delivery-performance domain.

3. The Contractor shall maintain a revised PMP that includes updating the project management schedule, in coordination with the COR.

4. The Contractor shall provide schedules in the Microsoft Project format as this is the format the Library uses.

5. The Contractor shall provide the COR with written weekly status reports outlining progress, setbacks, and successes throughout the installation, testing and commission phases of the project, in alignment with the PMI.

6. Weekly status reports shall be completed via zoom and shall include the COR, the project manager on the vendor’s side and any other stakeholders as needed. Vendors shall take meeting minutes and provide action item updates at the close of business every Monday.

4. Site Survey and Project Kickoff Meeting:

1. The Contractor shall conduct a site survey of the existing installation prior to scheduling a Kickoff Meeting or can be apart of the Kickoff Meeting to review requirements and determine the fabrication and installation intent, the functional intent, and the quality intent.

2. The Contractor shall provide the agenda and schedule the Kickoff Meeting with the COR and any necessary Library stakeholders identified by the COR within 7 to 10 business days after the award.

3. Upon completion of the Kickoff Meeting, the Contractor shall tailor a draft of PMP based upon information gathered from stakeholders during the meeting.

4. These items, the PMP, project schedule, list of contractor personnel and roles, shall be due to the COR within the timeframe agreed to during the Kickoff Meeting and must be accepted, in writing, by the COR before the Contractor proceeds with the remainder of the requirement.

5. Systems Engineering, Design and Documentation:

1. The Contractor shall provide systems engineering and design services including producing the necessary documents for constructing all the systems contained in the contract.

2. The final design documents shall align with the Library's CAD, cabling, and system documentation standards per

Attachment J1 – NAVCC Documentation Standards (v1.2).

6. System Design Package: The System Design Package shall include any elective work that is included as part of the contractor’s proposal.

1. The Contractor shall deliver the System Design Package in four (4) stages. The System Design Package is part of the PMP and project schedule.

a. Stage One: Preliminary System Design Package Stage

i. The Contractor shall review the existing Video Router systems their locations and associated connected systems.

ii. The Contractor shall develop preliminary single-line drawings to outline the system’s design and configuration.

b. Stage Two: System Design Package Review Meeting and Comments Stage

i. The Contractor shall schedule, develop, and manage an agenda for the Review Meeting with the COR and designated stakeholders to review the System Design Package.

ii. The Contractor shall incorporate comments and feedback within five (5) business days from the Review

Meeting into the Final System Design Package and submit it to the COR after the Review Meeting.

iii. The Contractor shall not proceed to systems, integration, and installation tasks in C.3.8. without written approval to build from the COR.

c. Stage Three: Approval-to-Build Package Stage

i. The package that documents the proposed system to be built shall include:

1. CAD drawings in AutoCAD 2013 compatible format

2. IP addressing requirements.

3. Power requirements

4. Draft master equipment list (MEL) including specifications and make/model numbers of the equipment specified for purchase.

5. Draft Integration Master List (IML)

6. Commissioning Test Plan

7. Draft User Acceptance Test Plan

d. Stage Four: As-built final documentation

7. System “As-Built” Design Package Documentation:

1. The Contractor shall deliver a system design package documenting the installed systems as built, including:

a. Drawings indicating signal paths and logical sub-systems, if applicable, in accordance with the drawing standards specified in Attachment J1 – NAVCC Documentation Standards (v1.2).

b. Final Master Equipment List (MEL) detailing specifications, make, model, and serial numbers.

c. For equipment with installed software, provide details on the system OS version, build numbers, final installed software version, build numbers and license numbers.

d. Final Integration Master List (IML)

e. Requirements Traceability Matrix (RTM) Documentation

f. Copies of all software installed on the systems purchased.

8. Systems, Integration, and Installation: The Systems, Integration, and Installation shall include any elective work that is included as part of the contractor’s proposal.

1. Prior to installation of equipment at the Library, the COR must provide written approval for the MEL and IML design deliverables, and no equipment shall be delivered or installed without this written approval.

2. The design package must be fully submitted and approved unless specific equipment or supplies require long lead times.

3. At their discretion, the COR may approve MEL and/or IML design deliverables requiring long-lead times before the "Approval to Build Package" stage begins.

4. Contractor shall not be authorized to purchase hardware until the design phase is completed and approved by the

COR.

5. The MEL and IML design phase are approved before Hardware purchase – Phase 2

9. Equipment List for Integration and Installation of the Router Control System: The Equipment List shall include elective work that is included in the contractor’s proposal.

1. The Contractor shall include the following equipment types and quantities for the integration and installation of the

Router Control System:

a. Please see Attachment J4 Equipment List for a list of equipment quantities and types.

10. Site preparation:

1. The Contractor shall conduct site preparation activities to include the installation of cables ("cable pulls") and pre-testing the cable system.

2. When pulling cables, the Contractor shall mark all cables with the cable number label as specified on the design drawings.

3. Cable numbers shall be assigned by NAVCC personnel and maintained in the NAVCC cable database. See the

Attachment J1 – NAVCC Documentation Standards (v1.2).

4. The Contractor shall label both ends of each cable with cable number labels and replace them with permanent cable markers once the cables are cut and permanently terminated.

5. The Contractor shall include source and destination information for the permanent cables, in accordance with

Attachment J1 – NAVCC Documentation Standards (v1.2).

6. After pulling the cables, the Contractor shall test them for continuity and integrity to ensure proper labeling and verify that they are undamaged and free of internal shorts.

7. The Contractor shall submit test results for all cables, including cable identification, continuity and conductor mapping, resistance, impedance, length, and shielding, which is part of the as-built package.

8. Should fiber cabling be used, the Contractor shall provide the COR with an Optical Time Domain Reflectometer

(OTDR) report for each fiber. In the event of the use of fiber optic cabling, the OTDR Report shall be delivered as part of the as-built package.

11. Pre-assembly and Shop Test the System

1. At their discretion, the Contractor, shall decide to pre-assemble and test system components and cabling off-site.

12. Perform On-site Installation, Integration Testing, and System Commissioning:

1. The Library will provide supervision and technical resources on-site to allow a smooth and continuous installation process.

2. The Contractor shall perform integration testing and commissioning in accordance with the Contractor’s

Commissioning Test Plan.

3. Integration testing and commissioning shall include verifying that all equipment has arrived and is installed according to manufacturer specifications, and providing the Library with a complete list, including model numbers, serial numbers, and applicable software/firmware versions. Complete list is a part of the as-built documentation.

4. The Contractor shall power on all equipment, perform configurations, and verify the intended functions.

5. The Contractor shall verify the signal paths for all field-terminated wiring.

6. The Contractor shall provide verification documentation on cabling and fiber as necessary.

7. The Contractor shall confirm that the data transmission paths are installed, configured, and working properly.

8. The Contractor shall verify successful control systems operation.

9. The Contractor shall deliver documented test results to the COR, following completion of integration testing and system commissioning.

13. Removal of Obsolete Cabling System:

1. The Contractor shall make best efforts to remove obsolete cabling on-site, as much as possible, in coordination with the COR.

2. The Contractor shall use their discretion for when removal of obsolete cabling is required to make space for new cabling.

3. The Contractor shall coordinate with COR for on-site removal of obsolete cabling.

14. The Contractor shall support User-Acceptance Testing (UAT)

1. The library shall conduct User-Acceptance Testing (UAT), and the Contractor shall be present during UAT to facilitate efficient communication, resolve issues, and accurately prepare the UAT report.

2. The objective of UAT is to ensure that the design intent and technical requirements of the project have been contractually met. This is achieved by verifying the system’s quantitative aspects, assessing individual components, and optimizing the overall system's functionality for the end user.

15. Support UAT Completion:

1. All documentation shall be available in draft or near-final form during UAT. If any documentation is unavailable at that time, the Contractor shall document this accordingly in the UAT Report and the Contractor shall not proceed with UAT if crucial elements, such as final as-built drawings or software for digital signal processing and control equipment, are unavailable.

2. The Contractor shall provide a physical inventory of all items acquired for the base year, including make, model, serial number, any other relevant details. This inventory shall be compared against the specification requirements, submittals, and as-built equipment list (including serial numbers) and shall encompass equipment, racks, grounding bars, and power distribution units. The Contractor shall submit a copy of the physical inventory to the COR as a required deliverable the Library.

3. The Contractor shall thoroughly and accurately demonstrate system’s functionality and performance through testing. The Contractor shall properly calibrate the test equipment and provide proof of the calibration, the calibration certificate, at the time of the testing. The test equipment shall be fully functional and shall be operated by technically capable Contractor personnel. Tests shall be documented with results recorded and signed off for each connection. The Contractor shall permit the COR to operate the test equipment during UAT to confirm calibration and verifying its functionality.

16. Resolve Issues Identified on the Final Punch List.

1. Following the UAT, the COR shall compile a final punch list of stakeholder feedback and comments identifying any issues that require resolution before continuing with the remaining work.

2. The final punch list shall detail all identified system deficiencies, proposed resolutions of each issue, the responsible party responsible for each item, and the corresponding due dates for completion.

3. The Contractor shall identify any unresolved items not noted by the COR or the Library stakeholders and alert the

COR for inclusion on the final punch list.

4. The Contractor shall address each item on the final punch list and notify the COR upon its completion.

5. The COR shall review the final punch list after receiving within 5 business days to verify completion and provide written acceptance of the deliverable before the Contractor proceeds with UAT finalization and system training preparation.

17. Prepare the UAT report.

1. The Contractor shall prepare the UAT report in accordance with the content specifications outlined below:

a. Project identification, Scope, and Specifications – A detailed description of the project, including its objectives, scope, and technical requirements.

b. Executive Summary of Findings – A high-level overview of key findings from the commissioning process.

c. Commissioning Test Results – Documented outcomes of quantitative performance evaluations.

d. Results of All Objective Tests – Detailed outcomes of all quantitative test performed.

e. Results of All Subjective Tests – Assessment based on qualitative observations and user experience.

f. Description of Work Outside the Original Scope – Any additional tasks identified during commissioning that extend beyond the initial project scope.

g. Any Other Remaining Issues to Be Resolved After Commissioning – a final list of outstanding items that need solution post-commissioning.

h. Lessons Learned From the Project – Insights gained during the project that could improve future implementations.

i. List of Technical References Used – Documentation, standards, or guidelines referenced during the project.

j. Physical Inventory List Used During UAT – A record of all equipment and materials utilized in the User-

Acceptance Testing process.

2. The Contractor shall complete the UAT report and submit it to the COR, incorporating any necessary feedback.

The COR shall provide written acceptance of the UAT report before the Contractor proceeds with UAT finalization and system training preparation.

18. User Training:

1. The Contractor shall provide two user instruction sessions and one system administration instruction session following the completion of the UAT.

2. The Contractor, in coordination with the COR, shall determine the duration of the training.

3. The Contractor-provided training shall give NAVCC personnel a foundational understanding of the KVM system’s functions and operations. It shall include time for questions and answers, review of key points, and any necessary follow-up at the end of the training.

19. Final Sign-off Requirements:

1. The Contractor shall complete the final project sign-off requirements listed below:

a. The Contractor shall complete the UAT and its corresponding reporting requirements.

b. The Contractor shall satisfactorily complete all punch list items with the written approval and acceptance by the COR.

c. The Contractor shall produce and provide all final documentation including "As-Built" system drawings and shall be delivered to the COR.

d. The Contractor shall complete all training requirements.

20. Manufacturer Warranty and Support Services

1. Warranty:

a. The Contractor shall provide one base year plus two optional years for warranty support for the Multiviewer system under this contract.

b. The Contractor shall provide one base year plus two optional years of warranty support for all hardware purchased under this contract.

c. The manufacturer warranty periods shall commence on the date of the COR's final project sign-off and written acceptance of all prior deliverables, marking the completion of the base year project system acquisition, integration, and commissioning services.

d. The Contractor shall provide one base year plus two optional years for warranty support if the elective work is included as part of the contractor’s proposal.

2. Support Services:

a. The Contractor shall provide support services which must begin during the base year of the contract upon the successful completion of installation, testing, and commissioning.

b. Should the devices experience hardware issues, the Contractor shall be available to troubleshoot any problems within a 24-hour response time.

3. Replacement Parts & Software Updates on Contractor Supplied Hardware.

a. If a replacement part is required, the Contractor shall provide the replacement part within three (3) business days of reporting the problem.

b. The Contractor shall send replacement part(s) prior to receiving the returned replacement part(s). The Library prefers advanced replacement, defined as sending the replacement part prior to the Library returning the replaced part.

c. The Contractor shall include in the price of the contract all on-site visits and travel expenses required to repair or replace parts and equipment. All of this shall be priced in the terms of the warranty and shall not be separately priced.

d. Software updates critical to the management of installed equipment should be included in the warranty.

C.2 DELIVERABLES

The Contractor shall invoice for payment upon the successful completion and the COR’s written acceptance of each of the following requirement milestones/deliverables enumerated below. Invoicing prices shall not exceed the Contractor's prices proposed in Attachment J5 - Pricing Spreadsheet.

1. SCHEDULE OF DELIVERABLES

Ref. Paragraph Service/Deliverable Invoice C.3.1. Machine Control Services for the

Installation and Configuration of the Machine Control Router (If contractor choses to propose on this elective work)

Due after User Acceptance Testing (UAT) is completed.

C.3.2. Video Router Cabling Due after final hardware delivery, final installation, final testing and final commissioning when the overall system design package is signed off by the Library

C.3.2. Documentation and Drawings for Installation Equipment

Due upon completion of the design phase

C.3.2. All Hardware & Additional Hardware to be Delivered Onsite

Once the design package is accepted, the hardware is ordered. All hardware will be purchased and delivered onsite before installation can commence. The Contractor shall invoice for equipment delivered IAW with SOW.

C.3.2. Conduct Testing of Installed Equipment and Hardware

Due after hardware installation.

C.3.3 Project Management Plan (PMP) Due within 7 to 10 business days after the kickoff meeting.

C.3.3. Weekly Status Reports Due weekly at the close of business every Monday.

C.3.4. Kickoff Meeting Due within 7 to 10 business days after the start of the Period of Performance (POP).

C.3.4. Site Survey Due prior to the Kickoff Meeting or can apart of the Kickoff Meeting.

C.3.4. Draft PMP Due at Kickoff Meeting as an agenda to be discussed.

C.3.6. System “As-Built” Design Package Part of the PMP which is due within 7 to 10 business days after the kickoff meeting.

C.3.7. System “As-Built” Design Package Documentation

Anticipated due date within 3 to 4 weeks after the Kickoff Meeting depending on schedule.

C.3.10. Site Preparation Site preparation process shall start after the design package is approved and before any hardware or cabling reaches site.

C.3.10. Test Results for Cables Part of the as-built package.

C.3.10. Optical Time Domain

Reflectometer (OTDR) Report In the event of the use of fiber optic cabling, the OTDR Report shall be delivered as part of the as-built package.

C.3.12. Integration Testing and Commissioning Documentation

The Contractor shall deliver documented test results to the COR, following completion of integration testing and system commissioning.

C.3.13. Removal of Obsolete Cabling Contractors shall use their discretion when to remove obsolete cabling and coordinate with COR for on-site removal.

C.3.14. User-Acceptance Testing (UAT) Within 5 business days after the system has been commissioned.

C.3.15. Physical Inventory Delivered as part of the as-built package.

C.3.15. Calibration Certificate Due at time of calibration testing.

C.3.16. Final Punch List Due within 5 business days after completion of the UAT.

C.3.17. User-Acceptance Testing (UAT)

Report Due within 10 business days after acceptance of the punch list.

C.3.18. User Training Due following the completion of the UAT.

C.3.19. Final Project Sign-off Due within 5 business days after completion of training.

C.3.20. One-Year Warranty Shall commence on the date of the COR’s final project sign-off and written acceptance of all prior deliverables.

C.3.20. One-Year Warranty for Elective Work

Shall commence on the date of the COR’s final project sign-off and written acceptance of all prior deliverables.

C.3.20. Support Services Troubleshoot any problems within a 24-hour response time.

C.3.20. Replacement Parts Due within three business days of reporting the problem.

C.3.6. At completion of Approval to Build Package. This deliverable is the point in the project where the design drawings are done, the equipment list is finalized, and we have provided the contractor written approval to purchase hardware.

The contractor shall invoice for 50% of SI cost as listed in accepted proposal

C.3.6 Completion of phase 4 including delivery of as-built documentation

The Contractor shall invoice for balance of total price including Labor and materials.

The invoice shall be sent upon final acceptance of work from the COR.

C.3.20. One-Year Warranty (Option Year 1)

Due within Option Year 1. The Contractor shall invoice for total price.

C.3.20. One-Year Warranty for Elective Work (Option Year 1)

Due within Option Year 1. The Contractor shall invoice for total price.

C.3.20. One-Year Warranty (Option Year 2)

Due within Option Year 2. The Contractor shall invoice for total price.

C.3.20. One-Year Warranty for Elective Work (Option Year 2)

Due within Option Year 2. The Contractor shall invoice for total price.

C.3 GOVERNMENT FURNISHED PROPERTY (GFP)

The following will be provided by the Government to support encoder installation and configuration.

1. Equipment racks are already provided in the NAVCC space.

2. The Library will provide power outlets. The Contractor shall provide all UPS, PDUs, and power-distribution cabling.

3. The Government will provide the following before the start of performance:

a. LOC Title Block in AutoCAD (dwg) format to be used for all drawings. If an existing drawing does not have the current title block, the current title block shall be inserted into the updated drawing in place of the existing title block with information inserted into the current LOC Title Block.

b. The current version of existing NAVCC AutoCAD (Dwg) drawings identified as necessary for informational use or required updating during the project.

c. Hardware supplied by NAVCC –

i. NVision NV3128 128 port Machine Control Router

ii. Qty 2 EC9426 Card for NV9000 series video router

iii. Qty 2 EC9422 Y-cable

iv. NVision 8576 HD/SD SDI Router

C.4 TRAVEL

1. The library will not reimburse the Contractor for travel expenses incurred in the performance of this contract. All travel pricing shall be included in the total project price.

C.5 CONTRACTOR PERSONNEL

1. Contractor must identify any personnel assigned to work on this requirement on an ongoing basis and provide this information to the Library at the Project Kick-off Meeting.

2. For security and administration purposes, personnel names and contact information shall be confirmed with the

COR no later than 5:00pm Eastern Time on the business day preceding a visit.

030ADV25R0025 0001 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 LC52.215-1 PROPOSAL SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL

2016) This is a competitive FAR Part 13.5, source selection solicitation utilizing best value tradeoffs. Each competing contractor, hereinafter referred to as “offeror”. The Government will award a contract resulting from this solicitation to the responsible offeror that provides the best value to the government. The offeror is required to adhere to the submission instructions provided herein.

1. Proposal Submissions and Questions

1. All proposals shall be submitted electronically via email to the Contracting Officer, James Robinson, at jarobinson@loc.gov and the Contract Specialist, Brenda Kinlay, at bkinlay@loc.gov no later than the response date specified in the solicitation, as specified in Block 8a. Offerors must comply with the submission instructions specifying the format and content of the proposal. If the proposal does not comply materially with the submission instructions, the Government reserves the right in its discretion to determine that the offeror is ineligible for the award.

2. Questions related to this solicitation must be submitted in writing to the contracting officer no later than 04/11/2025. The Government will provide answers to questions of a substantive nature to all offerors.

Questions shall be submitted to the following two emails: bkinlay@loc.gov and jarobinson@loc.gov.

3. The Government will furnish responses to substantive questions posed by all offerors. The questions received will be addressed publicly through the solicitation-amendment procedure. While the questions and answers will be made public, the identity of the inquiring businesses will remain confidential. It is advisable to phrase your questions thoughtfully.

4. The Government does not guarantee responses to questions received after the stipulated question submission deadline; nevertheless, the Government maintains the discretion to address questions submitted post-deadline if it deems it beneficial for the competition. The Government reserves the right to refrain from answering specific questions if they lack substance or appear to originate from a source not engaged in the competition.

2. Proposal Format –

1. Submission of Offers - Offers shall be submitted electronically in either Microsoft Office or Adobe formats. The offers must show the solicitation number, the name, address, and telephone number of the offeror. Each page must be numbered and labeled with the name of the offeror, the SAM Unique Entity Identification (UEI) number, the solicitation number, proposal section number, and a unique proposal number. The format for all documents must be 8.5 x 11-inch pages, single-spaced, 1-inch margins, Times New Roman 12-point font in text.

Proposals must total less than 20MB to get through the Library's email system. Proposals may be submitted as ZIP files or in multiple emails to comply with the file size limitations. Separate electronic files shall be provided for each proposal section as follows:

1. Volume I - Technical Approach

2. Volume II - Past Performance

3. Volume III - Price

The following page limits apply to each volume:

Volume/Title Maximum Pages Volume I – Technical Approach Limited to 15 pages excluding the cover letter, table of contents, drawings, graphics, illustrations, etc.… Volume II – Past Performance No page limit Volume III – Price No page limit

3. Content of Proposals:

1. Volume I – Technical Approach

a. Technical Approach (limited to 15 pages, excluding the cover letter, table of contents, drawings, graphics, etc.).

The offeror shall submit a Technical Approach that outlines and documents (in a narrative form) the offeror’s ability to perform the requirements of this solicitation as well as its attachments. A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. The technical approach may be enhanced with charts, tables or other documents, if necessary for conveying the methods the offeror proposes to use to accomplish the contract.

The narrative must thoroughly demonstrate that the Offeror understands the requirement and can provide the capacity to provide system integration services, labor, materials and any and all items identified in Section C.

The offeror must describe their approach to accomplishing each aspect of the requirement and provide any necessary documentation or information required to illustrate the resources, methods, and procedures used to successfully perform.

Offerors shall not simply restate the statement of work, as broad general statements that merely mimic the requirements, repeat, paraphrase are unacceptable.

Elective Work: Offerors are encouraged to include in their technical approach and pricing for the installation and configuration for the Machine Control Router system, if they are able to provide these services. While this is not a mandatory requirement, the Library highly encourages offerors to include it.

2. Volume II - Past Performance (no page limit). The offeror shall submit past performance references by utilizing Attachment J-6, Past Performance Questionnaire. The references themselves shall complete the attachment and send it to the Contracting Officer and Contract Specialist listed above. References submitted by the offeror themselves shall not be evaluated. The Library will assemble all past performance questionnaires into Volume 2 of the Contractor's proposal upon receipt. Past performance assesses how well the offeror has executed previous projects, emphasizing the quality of work and its ability to meet performance expectations. Offerors shall submit a maximum of three (3) recent and relevant past performance references. Recent, as defined within the last five (5) years, and relevant, meaning work similar in scope to the requirements outlined in Section C of the Statement of Work.

Past Performance Questionnaire (PPQ) - Offerors shall use Attachment J-6, the PPQ to provide detailed references for this procurement. References shall be submitted for the prime and/or subcontractors; however, at least two (2) references shall concern the relevant past performance of the prime contractor. The information must be clear as to whether the work was done by the offeror as prime contractor or as a subcontractor, or by a subcontractor working for the offeror.

Volume III - Price. Offerors shall submit their pricing plan as part of their proposal. Offerors shall include a complete copy of Attachment J-5, Pricing Spreadsheet document and include it as their official pricing proposal. Offerors shall fill in all the non-gray cells..

(End of Provision)

030ADV25R0025 0001 Section M

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 LC52.215-2 EVALUATION - BEST VALUE TRADE-OFF (FEB 2020)

(1) Competition Type This competition solicitation falls within the scope of FAR 13.5. The Government expects to award a single contract for the procurement of system integration services for the Router Systems Integration (SI) Machine in the Video Lab at NAVCC. This is a best value tradeoff competition.

(2) Evaluation Factors For this competition the following evaluation factors will be used to determine the ‘best value tradeoff’ for the government:

1. Volume I - Technical Approach

2. Volume II - Past Performance

3. Volume III – Price

All factors are listed in descending order of importance. The non-price factors, when combined, are significantly more important than price.

1. Volume I - Technical Volume

a. Technical Volume - Technical Approach The Government will evaluate the firm’s technical approach to perform system integration services for the Router System Integration (SI) Machine which includes labor, technical documentation, installation materials/hardware, video monitoring services, video distribution. The Government will evaluate the offeror's proposed technical approach and information to assess the ability to which the offeror demonstrates an understanding and capability to fulfill the requirements of Section C of this solicitation. The Government will evaluate the offeror’s approach to utilizing subcontracting to fulfill any requirements, if proposed.

Offers that exceed the requirements in a beneficial way may be rated better for their technical approach.

Offerors shall not merely restate the solicitation requirements but present a rational methodology for fulfillment of the requirements. Offerors that merely restate the solicitation requirements may be rated as unacceptable.

Elective Work: Offerors who include the installation and configuration of the Machine Control system in their proposals will be evaluated more favorably. While this task is not mandatory, proposals that demonstrate the ability to deliver a complete, end-to-end solution, including system integration, will be considered to offer greater value. As such, these proposals may receive a higher technical evaluation score compared to those that do not address this elective element.

2. Volume II - Past Performance The Government will evaluate the past performance information submitted in accordance with Section L of the solicitation to assess the level of risk of the offeror’s ability to successfully perform the contract. The Government will review records contained in the Offeror Performance Assessment Reporting System (CPARS) to assess the likelihood that the offeror can successfully perform the required work. The Government reserves the right to contact and use information provided by the references and any other sources (including its own knowledge of previous performance).

The Government reserves the right to give greater weight to the offeror’s past performance on previous government contracts. The offeror will be evaluated neither favorably nor unfavorably on past performance if no relevant information on past performance is provided by the offeror or obtained by the Government. If the information in the

030ADV25R0025 0001 Section M past performance reference is confusing, or it is not clear how it relates to the project, it may be discarded. The Government is not responsible for correcting or investigating errors in past performance references.

3. Volume III - Price The Government will consider Attachment J-5 Pricing Spreadsheet as the official price proposal. The total evaluated price shall be considered the cell in the excel sheet labeled the Grand Total Price. The Government will assess the fairness and reasonableness of the pricing.

(3) Offer and Acceptance A written notice of award acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.

(4) SAM Registration In order to receive an award from the Government of Congress, the offeror’s business must be registered in the System for Award Management (SAM). If the offeror’s business is not registered in SAM at the time of proposal submission per FAR 4.1102(a), it might not be eligible to receive a contract from the Government, unless other methods can be employed to determine responsibility. Regardless, your business needs to be registered in SAM by the time of the award. Registration is free and can be done here: https://sam.gov/content/home. If you require assistance with registering or renewing your business in SAM, you can obtain assistance at the Federal Service Desk, located here:

https://www.fsd.gov/gsafsd_sp.

(End of Provision)

End of Document