36C77624Q0335_1.docx

SUBJECT*

Avid Technology Services Intent to Sole Source this requirement

GENERAL INFORMATION

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

POINT OF CONTACT*

Contract Specialist Heather Allen Heather.Allen3@va.gov

(314) 894-6656 x65111

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This is a Special Notice for commercial items prepared in accordance with FAR Subpart 5.2, Synopsis of Proposed Contract Actions.

This announcement constitutes the only Notice of Intent (NOI) to Sole Source (SS) and synopsis of proposed action.

The Department of Veterans Affairs (VA), Institute for Learning, Education, and Development (ILEAD) maintains a broadcast facility in St. Louis Missouri, intends to issue and award a Sole Source single award Firm-Fixed Price type contract with for live high definition (HD) video television studio, control room and Avid post-production. ILEAD currently utilizes an Avid FastServe to record and playback for live studio events and transfers the media to an Avid Media Central environment.

This requirement has a delivery date of within 90 days of contract award to.

Department of Veterans Affairs 1 Jefferson Barracks Drive, Bldg. 56 St. Louis, MO 63125

It has been determined that through initial Market Research, only 1 (one) responsible source can provide the required items identified below. The contract will be a Firm Fixed Price single award. The statutory authority for this non-competitive acquisition as implemented by FAR 6.302-1. Only one responsible source and no other supplies or services will satisfy agency requirements. The North American Industrial Classification System (NAICS) code for this procurement is 541519 - OTHER COMPUTRE RELATED SERVICES, with a small business size standard of $21.5 million, and the FSC/PSC is R499 SUPPORT- PROFESSIONAL: OTHER.

The Department of Veterans Affairs intends to solicit and award IAW FAR 8.004 a sole source firm fixed task order award. See the Sole Source Justification and PWS below for additional details.

Special Notice Special Notice

Special Notice

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C776-24-AP-1939

1. Contracting Activity: Department of Veterans Affairs Procurement Contracting Activity Central (PCAC) 1 Jefferson Barracks Dr., Bldg. 56 Saint Louis, MO 63125

2. Nature and/or Description of the Action Being Approved: The Department of Veterans Affairs (VA), Institute for Learning, Education, and Development (ILEAD) maintains a broadcast facility in St. Louis Missouri, to include a live high definition (HD) video television studio, control room and Avid post-production. ILEAD currently utilizes an Avid Fast Serve to record and playback for live studio events and transfers the media to an Avid Media Central environment.

ILEAD intends to expand their internal infrastructure to include UHD-4K live video distribution and to add an additional video server with capability to record and playback ultra-high definition (UHD-4K) video for transfer to existing Avid Media Central post-production systems. To obtain Stream IO Subscription Configurator, Professional Services and others identified in Table 1 below.

Table 1 Mandatory Deliverable Table

3. Statutory Authority Permitting Other than Full and Open Competition: 41 USC §3304(a)(5), 38 U.S. Code § 8127(c), as implemented by FAR 6.302-5 (Authorized or Required by Statute). COs may use the non-competitive (sole source) procedures authorized in VAAR 819.7008 (DEVIATION) or VAAR 819.7009 (DEVIATION) up to $5,000,000. Check the specific VAAR clause used below:

( ) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business; or ( ) 819.7009 Sole source awards to a certified veteran-owned small business

(X) This is a proposed Sole-Source to an Other Than Small (OTS) Business.

4. Demonstration that the Contractor’s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The VA’s need is for Avid Technology (AVID) services. Avid is the only company capable of providing the services listed in Table 1 above.

Avid engineering and development teams design sophisticated software applications for non-linear video editing systems. Avid Technology services are proprietary to Avid Technology and no other services will meet the Government’s need.

Avid Technology equipment and software is currently used throughout the ILEAD broadcast facility. The services in Table 1 will allow ILEAD’s expansion hardware the ability to “talk” with the other equipment in the video editing process. Installing a different manufacturers’ software or utilizing another vendor’s services would require all of the broadcast facilities Avid software and services to be reprocured resulting in significant duplication of costs for the facility, and additional training for personnel to use those systems.

The required Technical Services must be able to tie into the existing and operational systems including the use of existing hardware. At this time, there are no competing vendors who have the programming rights to the systems, and products must be fully compatible with the existing systems being used at the video facility in St. Louis, Missouri.

5. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies:

Initial Market Research has been conducted that has identified that there are no other sources either able to support the services identified in the Performance Work Statement (PWS). A Request for Information identifying the Governments Intent to sole source this requirement is being posted, those results will be added to this section once completed.

6. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

The Contracting Officer will make a price reasonableness determination using one or more of the price analysis techniques IAW FAR 15.404-1(b).

The Governments estimate was prepared by the VA team and confirmed by the Contracting Officer’s Representative (COR). The anticipated price to the Government for the items requested is approximately $XXX,XXX.XX.

7. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

See Section 5 above.

8. Any Other Facts Supporting the Use of Other than Full and Open Competition: None

9. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: See Market Research Findings Table above.

10. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

The VA will continue to evaluate the capabilities of vendors and manufacturers through market research. Continued efforts will ensure that the VA receives the best value at a fair and reasonable price. Adjusting the VAAR 852.212-71 for non-critical or lifesaving supplies will also help to reduce barriers to this requirement.

11. Requirements Certification:

I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Customer Name Date

12. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer

Performance Work Statement (PWS)

1. Title of Project: Avid Video Server – 4K Infrastructure Upgrade

2. Background: The Department of Veterans Affairs (VA), Institute for Learning, Education, and Development (ILEAD) maintains a broadcast facility in St. Louis Missouri, to include a live high definition (HD) video television studio, control room and Avid post-production. ILEAD currently utilizes an Avid FastServe to record and playback for live studio events and transfers the media to an Avid Media Central environment.

3. Objective: ILEAD intends to expand our internal infrastructure to include UHD-4K live video distribution and to add an additional video server with capability to record and playback ultra-high definition (UHD-4K) video for transfer to existing Avid Media Central post-production systems. The objective is to obtain Stream IO Subscription Configurator, Professional Services and other items as identified in Table 1 below.

4. Scope of Work: The contractor AVID Technology (AVID) shall provide the items identified in Table 1 below. The Stream IO server system shall be upgradable to eight (8) channels in a future release. The Avid will provide Avid professional services for server commissioning, and integration with the VA Avid Media Central system, as well as training.

5. Mandatory Items to be Delivered:

The Contractor shall deliver the items listed in Table 1 below and provide the specific tasks described below within the delivery due date stated in this Performance Work Statement (PWS). If, for any reason, any task cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer’s Representative (COR) three days prior to task due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project.

The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, while fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work.

6. Task: The Contractor shall deliver the Items listed in Table 1 below within 90 days After Receipt of Order (ARO).

Table 1 Mandatory Task Table

7. Quality Control:

a. Contractor’s Quality Control Program: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective deliverable items. As a minimum requirement, the Contractor shall internally develop quality control procedures that address the areas identified below in the Delivery Requirements Summary (DRS).

b. Item Delivery Monitoring: Contractor’s delivery will be monitored by the PM/COR in accordance with the DRS.

i. The PM/COR will certify receipt of goods and recommends acceptance of the services/tasks. This process will be used for approval of payment for the Contractor’s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period covered by the invoice.

ii. DRS: The tasks above, the Delivery Standard is defined as Work being completed within established timeframes.

8. Delivery and General Details:

a. Deliver by Date: Within 90 days after contract award effective date.

b. Place of Delivery: Product shall be delivered and/or installed at:

Department of Veterans Affairs 1 Jefferson Barracks Drive, Bldg. 56 St. Louis, MO 63125

Contractor shall deliver and install during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified.

c. Observance of Government Holidays: There are 11 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date: There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month:

d. Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.

e. Travel: None.

f. Contract Pre-Award Meeting: The Contractor shall not commence delivery of any items or performance on the tasks in this PWS until the CO has conducted a pre-award meeting or has advised the Contractor that the pre-award meeting has been waived.

9. Formal Acceptance or Rejection of Tasks: The Government will review each task within five business days and provide comments. The Contractor shall have two business days to incorporate the Government’s comments and make appropriate revisions.

10. Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

11. Confidentiality and Non-Disclosure: It is agreed that:

a. The preliminary and final tasks, as well as all associated working papers and other material deemed relevant by VA that have been generated by the Contractor for the delivery of the items / in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted upon request to the CO at the conclusion of the contract.

b. The CO will be the sole authorized official to release, verbally or in writing, any data, draft tasks, final tasks, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

c. Press releases, marketing material, or any other printed or electronic documentation related to this contract shall not be publicized without the written approval of the CO.

d. Non-Disclosure and Conflict of Interest: The Contractor and Contractor’s staff may have access to Government-sensitive information and shall be required to sign non-disclosure and conflict of interest statements.

12. Security Requirements: The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

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